AYSO GENERAL MEETING
Saturday, January 12, 2013
Red Hawk Golf Club
Sparks, NV
Attending: Lorie Shaw, Chris Griffin, Tim Burchett, Cheri Lunt, Jolene Fisher, Sherry
Griffin, Ashley Clendenin, Roman Masznicz, John Hannah, Peggy Hannah, Shannon
Wiebke, Laura Parker, Vita Ozoude, Roch Spalka, Teresa McKee, Yvette Hamacek, Kip
Colcord.
I.
Introduction of board members.
Open Board Positions:

Soccer Camp Coordinator

U5 Coordinator

U8 Boys Coordinator

U10 Girls Coordinator

U12 Boys Coordinator

U12 Girls Coordinator

Inter-Region/U19 Coordinator
Filled Positions:
II.

Director of Coordinators: Sherry Griffin

Referee Administrator: Kip Colcord

U-6 Administrator: Ashley Clendenin

Webmaster: Chris Griffin

Secretary/Communication Coordinator: Yvette Hamacek
Review and Approve November Minutes
Motion to approve by Chris Griffin. Second by John Hannah.
III.
Sections Training (Lorie)
All attending: Lorie Shaw, Chris & Sherry Griffin, Shannon Wiebke, John & Peggy
Hannah, Vita Ozoude, Yvette Hamacek & Chris Lanski. Flying out on 2/14 at 9:05 p.m.
1
January 19, 2013
General Meeting
Shuttle to the Flamingo. Able to book rooms there for $40 less than offered by AYSO. If
anyone else wants to attend, they should contact Lorie a.s.a.p.
IV.
Review 2012 Financials:
November:
Net Assets:
Total Expenses:
Net Ordinary Income:
Net Income:
Approve November: Motion to approve by Tim Burchett. Second by Chris Griffin.
December:
Net Assets:
Total Expenses:
Net Ordinary Income:
Net Income:
Approve December: Motion to approve by Shannon Wiebke. Second by Tim Burchett.
V.
Budget:
2012 Annual Budget
Revenues
Expenditures
Budget
$117,000.00
$121,640.00
Actual
$91,414.43
$94,698.98
Estimated Cash Increase / (Decrease):
Estimated Bank Balance on December 31:
Estimated Ending Cash Balance:
Over / (Under)
$(23,585.57)
$(26,901.02)
$ (4,640.00)
$71,445.12
$66,805.12
Proposed 2013 Annual Budget:
1. Expenditures:

(Lorie) Uniforms: Expecting another decline. Number of players last year was
1057, budgeting for 1000 this year. Uniform budget includes players, referees,
coaches, etc. They do not break down the invoice from Score. We have a lot of
uniform sets in storage that we can use for this coming year in order to help
2
January 19, 2013
General Meeting
reduce the budget. Uniforms - Coaches and Referees: same as last year. Uniforms
– Other: Increase to $1000 because we need new Board shirts.

(Tim) Field Expenses: Budget decreased. We pay SYSF for toilet and lights. This
should be under park fees, not field expenses. Field expenses should be
exclusively lining fields, etc. Committed to spending no more than $1500 on that.

(Lorie) Facility and Park Fees: Budget for 2012 was $20k with actual at $8,648.24 –
however, we have not yet received the light bill for 2012. 2011 was over $6k.
Keeping budget at $20k.

(Tim) Equipment Purchases & Storage Expenses: Keeping at $5k. Have enough
stakes, corner flags, nets, etc. Laura added that VIP need some additional pop-up.
Tim added that we will not be purchasing any additional full size goals.

(Lorie) Incentives, Trophies & Awards: Budget at $5.5k. Buying dog tags local last
year was very expensive. Will be looking on the internet or outside of the area.
Current plan is to provide dog tags to everyone except for 1st through 4th place in
higher divisions. We will get a quote for everyone and assess from there. If we
save by ordering early, we can store them until needed.

(Lorie) Tournament/Player Camp Expenses: Budget down to $1k from $5k. This
budget is primarily for the tournament in Carson. Last year we only sent one
team. Anticipating the same this year.

(Lorie) Ads/Newsletters/Yearbook/Pictures: Budget remains the same at $5k.
Going to do our own newsletter again this year, so there will be additional
printing expenses. Staying with same picture company to get good rate. Peggy is
able to get a discounted rate at TMCC through June 30th.

(Lorie) Awards & Volunteer Recognition: Dropped to $5k.

(Chris G.) Clinic Training Expenses: Vita, Roman, John & Frank Martinez will be
going to the Bay Area to become Coach Instructors. This is a paid for separately
but will allow us to ensure that our coaching clinics will not be cancelled. Have
books/supplies from last year, so will not need to purchase as much. Decreased
by $500.

(Chris G.) Referees: Same as last year

(Lorie) Payments to AYSO: Inter-Regional Charge of $1.00/player. Expecting
decrease in players so dropped to $1k from $1200. It is suggested that we pay
this year but, if services are not coordinated properly due to lack of support from
the area, we will discuss opting-out next year. Tim confirmed that the Area
Director can state that they want a fee but the RC may say no.
3
January 19, 2013
General Meeting

(Lorie) Payments to AYSO: Registration Fees have increased to $16.25/player. Will
go up again in 3 years. Budgeted for 1000 players.

(Lorie) Conferences/Meetings: Budget remains at $1000. This money is primarily
for the general meeting, which will be well under budget.

(Lorie) Section/NAGM: Budget at $10k. NAGM over Memorial Day weekend in
DC. Round trip flights at approx. $700/person on SW and hotels at $299/night.
While there is hesitance over keeping the budget at $10, deals will be pursued via
travel agents. Only RC will attend.

(Chris G.) Phone/Internet/Website: Changing phone system. Considering change
to Freedom Voice (online). People call in and when they leave a message, audio
voicemail will be emailed to the appropriate person (based on mailbox
selections). Will be switched over this month. Budget increased to $1500 to
account for smartphone app, phone charges, website, etc.

(Lorie) Postage: Keeping at $1100 in anticipation of Newsletters being sent out
this year.

(Lorie) Office Supplies: Sherry noted that she wants to put together binders for
Division Coordinators. Vita will need to cover printer cartridges, etc. Shannon will
need ink and printer supplies. Budget increased to $500 ($.50/player).

(Lorie) Miscellaneous Supplies: Decreased to $200. Historically, this money serves
as a cushion and is generally not used. Last year’s expense was flowers for Jean’s
funeral.

(Vita) Bank Fees: Last year, bank fees were $251. If people continue to bounce
checks, it will increase the bounced check fee. We pass this increase along to
discourage bouncing checks. Also includes bank charges on accounts. We will
increase to $250.

(Lorie) Other Expenses: Will remain at $200.
Total Estimated Expenditures: $105,500 ($105.50/player)
2. Revenues:

(Lorie) Registration Fees: Anticipate raising player registration to $100.00 early
registration due to decrease in players and increase in AYSO Registration Fees.
We will continue to offer the $5 discount for using eayso and bringing in forms –
so this brings the budget to $95/player ($95,000). As of August 2012, there is a
charge for forms online; Shannon stated that we shouldn’t need anything except
for the blank forms which are inexpensive. The late registration fee will be $135
4
January 19, 2013
General Meeting
($130 w/$5 eayso discount). VIP fee will remain at $45. AYSO encourages esignature at $.25/player. You can still do in person registration, if needed. It’s too
late to pursue for this year, but Chris G. will look into it for next year, including
any possible additional charges for credit card processing, etc.

(Vita) Registration Refunds: Keeping at $3500. Did $3400 last year.

(Chris G.) Tournament: Dropped to $630 since only U19 is participating.

(Vita) Interest Income: Decreased to $400. Right now we have about $19k in cash
available. However, with section meetings, registrations and everything that is
going on, we may have to get into the time deposit account thereby decreasing
accrual of interest. We may not even make the full $400 but we will leave it in the
budget.

Sponsorship (not budgeted) Question by Sherry: Have we looked into talking to
Stores about sponsoring AYSO in exchange for recommending that they are THE
store where we send players? (Chris) This isn’t allowed per guidelines but we can
look into selling ad space on the website or newsletter. (John) We may be
allowed to put banners on the field, etc. (Chris) Is this a question because we’re
running in a deficit? Because we are already over the reserve that we are
supposed to have per player. Guideline is $5-$12/player and we are at $58. The
money was earmarked for lights at Shadow Mountain many years ago but was
never used. (Lorie) Last year, the sponsorship at $1500, it was budgeted in
because Lowe’s was touting that they would do a huge sponsorship and then
they fell through. However, if we raise money via Soccerfest or other events, that
would be fine. (Tim) AYSO uniforms may bear a sponsorship logo in designated
places so this is something that we may look into. The lights at Shadow Mountain
are not feasible but there are other projects that we may get behind.

Scholarships (not budgeted) Question by Sherry: Is this budgeted? Or should we
have a fundraiser earmarked for that? Lorie clarified that, if a player needs a
scholarship, they fill out the form and we assess. There is still a small fee.
Approval of budget tabled until some questions are answered.
Budget revisited at the end of the meeting with changes in office supplies and bank
fees. Peggy Hannah motioned to approve. Second by Sherry Griffin.
VI.
Using dropbox for all of our Regional documents
Chris G has set up a dropbox account for the region. It is a cloud storage server which
allows access via a web interface or an app on your phone. When you change a
5
January 19, 2013
General Meeting
document, it will sync with the dropbox so everyone will have the latest information.
There are already folders for each board position. Invitations will be sent out after the
meeting.
VII.
Soccer Camp
Chris G. and Tim met with Challenger a couple of weeks ago. Last year, we used AYSO
camps. Challenger has given us a proposal for Soccer Camps. This includes Challenger
representatives to promote camps and do player evaluations at registration. It would
also include 2 weeks of camp at the end of June (UK style and Brazilian style, one week
of each) in conjunction with Sparks Parks & Rec to give us more date options. A
Challenger Coach would hold a coach clinic in August and certify coaches. Coaches also
would have access to their online resources at no additional cost. All of this is presented
at no cost to the region and gives us additional opportunities to promote soccer. There
is an option to add some hands on coaching with U6, U8, and U10 coaches and their
teams – but this is at an additional cost. Challenger wants to provide “total soccer
solution”. Will also sell uniforms, organize tournaments, etc. Chris G. will find out the
pricing and details, and then we will revisit in February.
VIII.
VIP Program
Laura talked to Tim and Sherry to get everything set up. Everything is status quo.
IX.
2013 Calendar:
January: Self-explanatory. SYSF will remain the 4th Tuesday of every month (Lorie, Chris
G., Tim & John are the voting members).
February: Board meetings are moved to Wednesdays – the day after SYSF – at Alf
Sorenson. Meetings: SYSF on the 26th, Board on the 27th. Section meeting is the 15th-17th
in Las Vegas. We have 9 members attending. AYSO day at the Reno Bighorns will be
2/10 at 3pm. It is also “Superhero day” so kids are invited to dress as Superheroes. Email
blast will be sent within the next week.
March: Newsletter Information will be due on Friday, March 1st, and the newsletter will
be sent out on March 15th. Parent folder information needs to be dialed in. We will
discuss at the February meeting. SYSF on the 26th, Board on the 27th.
April: WCSD Spring Break is the week of April 8th. April 20th will be first Early
Registration. Second is on April 30th. Trying to lock in Saturday registrations at the old
6
January 19, 2013
General Meeting
YMCA on Baring (9-1), and weeknights at Mendive Middle School (5:30-8:30). Meetings:
SYSF on the 23rd, Board on the 24th.
May: Third early registration is on May 4th; last early registration on May 15th. Lorie at
NAGM 23rd-27th. Meetings: SYSF on 28th, Board on 29th.
June: Regular registration signup on June 1st. Registration forms and number of players
due to Coordinators. Wait list begins on June 15th. Full refund deadline on June 29th.
Meetings: SYSF on 25th, Board on 26th.
July: U12 and U15 to conduct player evaluations (dribble, shoot, run); hoping to do
some at registration with Challenger. Other children will be evaluated on scheduled
evaluation days, July 13th, 20th and 27th. Mike Rosemark has agreed to head up the
evaluation committee. Practice and game schedules due on July 22nd. Mandatory draft
nights for lower divisions on the 29th-31st. This has been pushed back to allow more
time for Division Coordinators to find coaches/volunteers. Meetings: SYSF on 23rd, Board
on 24th.
August: Safe Haven Classes on the 2nd, 9th, 16th and possibly the 23rd. Intermediate
Coach Clinic on 3rd & 4th. Deadline to Contact Players is the 5th. Team referees due on
the 12th. U10/U12 Coach Clinic & Referee Refresher on the 10th. U6/U8 Coach Clinic,
U10/12 Coach Clinic & Basic Referee on the 17th. VIP Season scheduled to start on the
12th. Regular practices can begin on the 19th. Picture Day/Soccer Fest & Basic Referee on
the 24th. Deadling to contact U19 players and tentative draft on the 25th. Meetings: SYSF
on 27th, Board on 28th. **Note: certified coaches not required for U15 this year so we
have some leeway.
September: Season begins on the 3rd. This should allow us more time to find coaches
and refs, and get everyone trained. The same number of games will still be played (8 at
all divisions, with additional games for older levels). Silent Saturday is on the 28th. Basic
Referee training on the 14th. Meetings: SYSF on 24th, Board on 25th.
October: Tournament meeting on Friday the 4th. U10 Round Robin starts on the 9th with
Semi Finals on the 12th. U5, U6 & U8 end on the 26th. U12/U15 Round Robin begins the
14th. U15B and U12G Semi Finals on the 28th, U15G/U10G Semi Finals on the 29 th,
U12B/U10B Semi Finals on the 30th. Meetings: SYSF on 29th, Board on 30th. No games on
Halloween. **WCSD Schools are out the week of October 14th.
7
January 19, 2013
General Meeting
November: Championship Saturday is on the 2nd; U19 in Carson that weekend. Soccer
Ball on the 16th. Meetings: SYSF on the 26th, Board on the 27th. We will look into moving
the date of the Board meeting so that it isn’t the night before Thanksgiving.
December: 2014 Calendar/Budget Meeting on the 15th.
X.
Website
Chris is changing over to a theme based website to make it look nicer and easier to
update. We want to have pictures and video on the top, but we also want to feature our
events. The theme is a one time purchase of $50 and we can then give people access to
make changes. Please let us know if you have pictures that you can share with us to use.
The transition will begin this month and next month with hopes of being finished in time
for registration. Peggy suggested that we also make @sparksayso.org email addresses
for board members.
XI.
Referee Administration:
Changes made for the tournament last year worked well and resulted in there being
plenty of referees. Proposed rule change: In the tournament, for extra time, if the game
is tied I would like to make all of the divisions an extra 2-5minute periods. Considering
doing a Referree class for coaches – basically just to review the rules of the game for
everyone. Lorie suggested that this could be done on draft nights. Referee requirements
for the tournament will stay the same.
XII.
Coach Training
Roman will attempt to find new contacts during the Coach Trainer Certification class
next weekend. We have the dates for clinics and plenty of time to get organized. Would
prefer to use Challenger and their information for coach resources. Chris stated that
Legacy Football Club in Sparks helped out with some U10 coaches so we plan to go to
them and Spanish Springs Football Club to see if they want to help. We want to
encourage working together to promote soccer. The club teams get a lot of kids from us
so it serves joint interests.
XIII.
Division Play:
Evaluations for Teams (U12 and above): We are hoping that this will help to better
balance teams for games so that we don’t have as many shut outs. With these
evaluations, we are also hoping to eliminate the 6-goal rule. AYSO national does not
8
January 19, 2013
General Meeting
have a strict guideline but they suggest that there should not be a mercy rule to teach
kids to handle winning and losing. Even without a 6-goal rule, we would hope that if a
coach can tell that his team is going to dominate the other team, the coach should
make changes to attempt to balance the game. Discussion ensued for and against the
elimination of the rule.
Chris G. made a motion to end the 6-goal rule for U15, while leaving it in place in U10
and U12. We will revisit after we see how evaluations and balancing work. Vita seconds.
Tim and Roman oppose. All others approve.
XIV.
Fields, Equipment and Safety:
1.
Fields
Tim supplied a handout detailing current field layout / painting.
Proposed: Use Disc for U6 Practices only. Have U6 children at Shadow with 3 fields for
U10. Due to the problems with locked field last year, we would like to keep Mendive for
practice only and have all U12 games moved to Reed. This would give us a savings of
about 1.5 pails of paint per week. Further, it eliminates the need for new goals at
Mendive. All 4 need to be replaced at a price of $5000/pair, exclusive of nets. It also
allows more flexibility for scheduling referees between U12 and U10. There is also less
time required for layout and weekly painting. The only drawback is a less flexible field
schedule. Tim said that we will retain Mendive for practices and U5. If things go well, we
could give it up next season.
Need someone to do a lost and found. There is a lot of stuff in the storage unit that has
been left behind at the fields.
To accommodate the consolidation of fields, a game schedule has been set up with
expanded times for game play (later into the day). U10/12/15 games will all start at the
same times to allow ease of scheduling referees. It may be considered that U10/12
games are played earlier to allow refs for U15. Game times will be revisited once we
have determined the number of teams.
Sherry stated that it would be helpful to have lines painted during early practices so that
coaches can practice with keepers – particularly for kids who haven’t played before. Tim
noted that the Reed fields will be available the first two weeks after 6:15 if coaches want
to work with keepers. Kip suggested that we could bring back the U10 keeper clinic and
expand it to include U12.
9
January 19, 2013
General Meeting
Some of our more experienced parents have stated that our fields are a bit narrow. We
follow AYSO guidelines so our fields are typically twice as long as they are wide.
2. Safety
Every volunteer is required to complete the Safe Haven training. Please make sure that,
if you haven’t taken it before, you get that done online. If you have taken it but it’s been
a while, please retake it.
Incident reports have been turned in on a regular basis. Incident reports should be filled
out if a child is injured and requires a doctor, is carried off, if punches are thrown, etc. If
you have questions, please contact Tim.
The lightning detector worked well for us. The new lightning policy worked well.
3. Equipment
There’s not a lot to say – we are in pretty good shape. We have 4 totes of socks in
storage. We also have a tote or two of shorts. While we can find uses for the shorts, we
are going to slim down on the socks (give away? Sell?). We have a broken U10 goal at
Shadow Mountain – one side and the crossbar. The crossbar has been welded before.
We will probably need to get some balls – we always go through balls because they get
holes. There are a lot in storage that were bad that Tim tossed out. We have plenty of
corner flags and will be getting another 32 from the city. We are in good shape on AR
flags. We need to go through the storage unit and assess what is in there. Chris L. will be
taking over as far as apportioning the equipment out to everybody. We are hoping that
Roman’s wife will step in to take over ordering and distribution of uniforms. We do need
a new wagon at Reed for towing out the flags and everything. We need a garden wagon
which will cost us around $120. Last year, we took all of the U8/U10 nets and put them
in ball bags to keep them from getting tangled up with each other. Need a new handle
for the Joe Box at U8 girls field, Bud Beasley. Plenty of stakes. Kip asked about kidzone
supplies and John suggested that we get some of the pop-up flags so that they are
more visible and easier to move around than the boards. Jolene stated that there aren’t
any kidzone signs at boys U8 field.
XV.
Regional Guidelines
Going through the regional guidelines this year, Tim discovered that our guidelines are
quite a bit out of a date from the ones that are put out by the AYSO. We need to update
to the current standard Regional Guidelines. The understanding is that we can add to
10
January 19, 2013
General Meeting
them, but we cannot subtract from them. Tim has gone through and started adding
guidelines that we want for our region. For example, the AYSO dictates that each player
should play at least half of the game, but we dictate ¾ - so we need to add that. Or, our
region checks for toe cleats and metal cleats. AYSO national says that they are okay. Toe
cleats are not a big concern but Tim believes that metal cleats should not be allowed.
They aren’t allowed at Golden Eagle anyway so we should add that AYSO 166 does not
allow metal cleats. I have made comments and Chris G. has made comments on the
regional guidelines which are on dropbox right now.
Tim invited everyone to review and make comments before the next regional board
meeting. Please make sure that any changes that you make are done with “Track
Changes” turned on in word. You can also print, mark it up, and bring it to me as well.
The black text is all of the standard guidelines, as they appear in the Regional
Guidelines.
Ashley pointed out that we may need to adjust the amount of game time to just ½ of
the game for younger players. Tim reminded that we shoot for ¾ at U10 and above.
Lorie noted that we will need to add something about player evaluations.
In the past, we have included names and phone numbers for the Board Positions as an
appendix. We can list email addresses, particularly if everybody is going to have an
@sparksayso.org email. For other contacts and calendar, we will refer people to the
website. Please let me know if you have any questions or comments.
XVI.
Parent Handbook
The handbook used to be handed out to families at registration. We determined that
people weren’t reading it so it was relegated to the website. It will remain on the
website but we think that it is important that we make sure that families know the
guidelines. We can either take on the cost of printing it to hand out to families or make
sure that each coach has a copy. This will help the coach to answer questions.
Teresa suggested that we should train the coaches to talk to the parents about it
because, at the team meeting that she has attended, everyone just sits there and
doesn’t say much. Maybe they need to be told what to say from the handbook to draw
attention to it. Tim stated that we are going to work with coaches to know what to
discuss at a team meeting, handling snacks, the banner, etc. We want to provide a
checklist so that coaches are aware. The parent handbook would serve as a resource.
Yvette suggested that perhaps the coaches could send it to their team members via
email, in addition to it being available on the website. Lorie will work with Sherry to
11
January 19, 2013
General Meeting
streamline the communication process between coaches and their players. Tim will put
the parent handbook on dropbox. People can read it and comment.
XVII.
Other Topics

Sherry suggested that we should be profiling board members and where they
work in the NNBW. It’s a good PR move and will bring attention and legitimacy to
the group. She will be sending out a questionnaire for board members to fill in.

Tim & Chris G. proposed some changed to the Year End Bonus Tournament:
Through the season, we always hear from volunteers about qualifying for the
tournament. Calling it the “Year End Bonus Tournament” makes it clear that you
have to earn it. People who coach seem to feel that it’s unfair that they coach but
it doesn’t count for points towards the tournament. The new modifications
propose that there are points assigned for coach, assistant coach, and referee.
Even with a coach and an assistant coach, the referee would still be required to
do a minimum of 6 games. It really isn’t much of a change, but it gives the coach
and assistant coach some value. There is a question as to whether we should add
a sportsmanship element. We don’t want to diminish the referee qualification
because it has worked so well to provide coverage but we would like to make
everyone feel like they are contributing by volunteering. Please read it over and
comment. We will discuss more in February.
John Hannah moved to adjourn. Seconded by Lorie Shaw.
Meeting Adjourned at 3:15 p.m.
12