San Ramon Soccer 2206 Camino Ramon, Suite E San Ramon, CA 94583 Board of Directors Meeting Minutes September 11, 2013 The September 11, 2013 regular meeting of the San Ramon Soccer Board of Directors was called to order at 7:35 pm. Roll call was taken and quorum certified. Board Attendees: Mr. Warrington, Ms. Ellicott Pesic, Ms. Franza, Mr. Balza, Mr. Lum, Mr. Bried and Ms. Rutter DeVilbiss. From the staff, Mr. Mittler, Mr. Kepcija, Ms. Holden and attended. Mr. Todd Diehl also attended representing the Referee Committee. Absent Board Members: Mr. Ramirez, Mr. Giffins and Mr. Yolland. Introduction of Guests Aram Schiffman was present to share photos from the SRS 40th Anniversary Opening Day ceremonies. Mr. Schiffman is interested in working as a Club photographer and/or offering services to the team. (1) Shoot teams. Professional websites. 50% sales would go to Club. Cost SRS nothing except any permit required by the city. Would ask SRS to publicize to teams. Aram could get permissions/releases. Could do front and back shots with numbers on to help with controls with respect to who gave permission. (2) Shoot photos once a week and provide to SRS to put on website on rotating basis. May be the game of the week, recommend mixed ages. Yuri Alexanderian attended as a prospective Board member. Public Comment There was no public comment. Electronic Voting On September 3rd, Mr Ramirez moved to allocate an additional $2000 to the 40 Anniversary budget from the Azuri Summer Classic profit. The $2000 will cover aerial shot photographer and lift, food for BBQ and signs for event. Motion carried. All voted yes with no response from John Giffins. On September 3rd, Mr Ramirez moved that we hire Aram Schiffman for aerial photographs for our 40 th Anniversary Celebration $100. Motion carried. All voted yes with no response from John Giffins. 1
Approval of Minutes August meeting minutes approved, as amended, for filing and audit Referee Coordinator Report Mr. Todd Diehl provided an update from the Referee Committee. Mr. Diehl requested direction on whether W9s require signature. Since W9 language says they do not have to sign it, we cannot and will not require signature except in those circumstances listed on the W9 indicating signature is required. Mr. Diehl inquired whether San Ramon Scramble would still happen. Mr. Mittler will instruct the Tournament Director to call/contact REC coaches to encourage them to sign up for the scramble. A go no go decision will be made after September 15th. Mr. Diehl raised a concern about a U16 game last week against an Oakland team. The players from the other team behaved inappropriately. Mr. Mittler commented that a PAD report could be filed. Referees can send notes to SRS and to NorCal. STAFF REPORTS Technical Director With Viktor and Benno s departures, handling parent meetings on transition to new coaches. Three coaches have been promoted from within (Coach Apprentice) and one hired from outside. Mr. Warrington commented that we need to begin Coach evaluations. Budget planning needs to begin for next year. Mr. Kepcija and Ms. Franza working on winter academy, indoor futsal facility option. IHMS and Pine Valley are not available because they are specifically reserved for volleyball and basketball. Mr. Kepcija gave a summary of what the coaches binder will look like. Coaches will be required to update what they are doing and keep it with them at practices to be produced upon request to Mr. Kepcija for review. It will include Club philosophy, mission as well as coach evaluation forms, etc. General Manager Mr. Mittler will finalize the tryout manual with Mr. Kepcija and have it completed by October 1. Mr. Mittler reported on the progress of the potential Futsal facility. Getting close to a point where we need to make a decision on whether to go forward with the space. Need to schedule a special board meeting in the next two weeks to make a decision on the futsal facility. Mr. Warrington proposed we use the EC meeting on 9/25. Mr. Mittler will have the full proposal out to the Board by September 18 to review ahead of the EC meeting. Worker s Comp our carrier wants us to pay $10,000 annually to cover the referees. Referees are not employees. However, our carrier is treating them that way and insisting we pay to cover them under worker s comp. We can continue to fight it or change carriers or try to force the referee committee to 2
deal with it. it may be worth just paying the $10,000 annually because if there s a claim we have to fight, even if we win it, we will end up paying $10,000 or more. Mr. Warrington asked whether our insurance with NorCal/US Club could cover us. Players are registered through us, but referees are not. Office Manager Ms. McQuiston Ms. McQuiston provided a report on registration numbers in the board package. Equipment Manager Mr. Mittler reported on the status of the search for an Equipment Manager. Things are progressing slowly. There hasn t been a lot of response. Marketing Manager Ms. Holden There were a lot of marketing communications around 40th Anniversary Opening Day. Worked with KKIQ, San Ramon Valley Times and the Patch. There wasn t a lot of good response. Ms. Holden reported that we have a renewed agreement with the school district so we can send out our fliers. We have two banners for SRS with the new logo when we do events. Would like to take an inventory of flags. If there s marketing budget left, can possibly do flags. PRESIDENT S REPORT Mr. Warrington Mr. Warrington expressed appreciation to those that worked Sunday. We really appreciate the hard work and showing up. Only a handful of coaches attended. There were some state cup and league games going on, but we expected a higher turnout of coaches. Mr. Kepcija to follow up with coaches and communicate that these kinds of things are required attendance unless excused. Mr. Warrington commented that the budget is still not up to date and there are still items going into the wrong buckets/columns. This needs to be addressed before the end of the month so that we can start working on next year s budget. The Technical Director mid year review was done and went well. Working with a videographer to offer the opportunity to videotape the games. Perhaps eventually offer it as a service to teams in the Club. It s a great training tool, a team building opportunity. Goal to have coach preview it and go over the video with the team to talk about what went well and what didn t. Getting refund requests past deadlines. Dealing with them on case by case basis. Plan is to adhere to policy, but will always review legitimate exceptions. VP OF ADMIN REPORT Ms. Ellicott Pesic Ms. Ellicott Pesic to circulate draft and existing bylaws to entire board for review. Please provide comments/edits by EC. We will schedule a special meeting to address and discuss. Ms. Ellicott Pesic reported on the Tournament Director addendum and that the position will report to the General Manager. Please copy the General Manager on any and all communications to those direct reports, including Tournament Director, Office Manager, Equipment Manager, Marketing/Website staff, etc. Ms. Ellicott Pesic also addressed the issue of paying volunteers. We cannot forgive debt via volunteer 3
hours in excess of our regular volunteer deposit refund. VP OF OPERATIONS REPORT Ms. Franza Ms. Franza provided an update on custom nets: they are about twice as much as we usually pay. We will probably put in next year s budget. We will need to replace some of the nets. Mr. Warrington commented that we need to bring up to city the need to share expenses with TriValley, etc., as it relates to shared use at Tiffany Roberts, CP3 and CP4. City is beginning to fine for leaving goals out. Goals need to be locked up. Mr. Mittler to send email to Team Managers and Coaches reminding that the city will fine the club and the club will fine the team. VP OF COMP Mr. Bried No questions on the report. VP OF REC AD3 is closed. Mr. Cervantes needs to reschedule all games scheduled for that field. Mr. Cervantes to identify dates and fields for REC All Stars. Mr. Kepcija will make sure COMP coaches sign up for REC instructor programs. If COMP coaches don t sign up for the time slots, Mr. Kepcija will assign them. COMP coaches will also help identify all stars while viewing REC games. Mr. Kepcija will have the coaches schedule by the end of the week. COMP coaches would give feedback to REC coaches after they watch the game. Mr. Rogers attended the Faria Project meeting tonight. Mr. Rogers spoke on behalf of SRS to advocate positively for the Faria Project. Passed with stipulation. Will put lights in and evaluate the lights at different times of the day to confirm whether the lights will be a problem. Probably have lights on no later than 8:30 pm. Project to be completed in 2015. VP OF FINANCE REPORT No report. STANDARD COMMITTEE REPORT Rules & Regs/Bylaws Ms. Ellicott Pesic will circulate draft bylaws to the Board. After that s done, the Rules & Regulations will need to be updated. Tournaments Discussed above. Special Events Thank you to Caroline Bried for organizing movie night. Ms. Ellicott Pesic will chair the AGM planning and will call a meeting of the committee. New Business None ACTION ITEM FOLLOW UP 4
Mr. Warrington commented on the outstanding Action Items: Scholarship Manual. Mr. Ramirez drafted. Mr. Warrington and Mr. Mittler will review. Sponsorships and Fundraising Manual. Mr. Mittler working on. Earthquakes Ticket Sale. Mr. Warrington will discuss with Mr. Ramirez. Concerned this is not a good date and don t want to make a commitment. Worker s Comp Mr. Mittler will explore getting quotes from other carriers and will make a recommendation by November board meeting. Adjournment There are being no further business before the Board, Mr. Warrington adjourned the meeting at 9:56 pm. Heidi Ellicott Pesic VP Admin SRS Board of Directors Closed session called to order at 9:57 pm. Attendance: Mr. Warrington, Ms. Ellicott Pesic, Ms. Franza, Mr. Balza, Mr. Lum, Mr. Bried and Ms. Rutter DeVilbiss. 5