AYSO Board Meeting Minutes February 28, 2007 7:30-9:00 PM, Cubberley Present: Saul Rotblatt, Marco Schuffelen, Raymond Wong, Dave Elward, Sawako Tajima, Caroline Lambert, Steve Hansen, Cindy Jose, Avivit Katzir, Wendy Freeman, Chuck Malone Proceedings: 1. Budget - Sawako Tajima Discussed proposed budget; specifically MLS coach training, hardship fees, possible volunteer discount, raising fees. Carolyn recommended switching the phone to Vonage. Costs less and voicemails generate emails. Budget was approved with the following fee increases for 2007: Registration $ 95 Late Registration $125 Kinders $ 40? VIP $ 50 2. Commissioner, etc., etc. - Saul Rotblatt Open Positions - the following board and other positions are open: Regional Coach Administrator, Auditor, CVPA (Child and Volunteer Protection Advocate), Webmaster, Equipment - balls and cones, Equipment - goals and nets. Also need Forms Collector/Coordinator, Data Entry, Snack Coordinator for referee training courses. Volunteer Coordinator - need 1-3 people to do this. No training required. Action: All requested to think about volunteer needs for next season; what the needs are and how many volunteers are needed. Publicity Director - needed to advertise registration. Discussed if placing ads in Weekly and Daily is worth the cost, placing banners at Walter Hays and Charleston, reaching middle and senior high schools - including recruiting youth coaches, and referee ads. Discussed buying PlAYSOccer bumper stickers to advertise. Those who turn in EAYSO form would receive one. Action: Will include a flyer in Friday packets at elementary schools. Action: Avivit will contact district about including and timing of a flyer in packets sent to families of registered kindergarteners. Coach Training - would like to coordinate with the area. If people miss the one date offered, they can attend training in an adjacent city. Conference - attendance is weak, conflicts with Spring Select league. Scholarship Fund - will try this year to see if it works and if there is a demand, especially with the increased fees. Discussed possibility of using fund for other specific needs instead, such as nets or to thank youth coaches. Action: Cindy to see if assistance request can be included in registration process. Uniforms - have been ordered from Score. Area may order as a group from MLS next year, after see what they have to offer this year. For the Kinders, need a vendor that provides reversible jerseys. Referee Equipment - same volunteer this year? Action: Saul to check with Keri Jackson. Registration Process - registration deadline will be the last day of school. Walk-in registration will be held at Score again, not on the weekends. Mailing materials were discussed versus online access. Mailing will include commissioner letter addressing fee increase, handbook, registration and insurance forms. Volunteer sheet will be online. EAYSO - All coaches and referees have to register once a year. If not, it’s a liability issue and accident coverage is not provided. EAYSO.org needs to know if there are registration issues. Action: Will emphasize this at coach training and demonstrate process. MLS Camps - no new information. Dates are set; waiting to see if can get Cubberley. Have received 100 email responses from those interested. Cost is $150/week. Will need housing for coaches. 3. Boys Commissioner & Spring League Coordinator - Ray Wong Summer Soccerfest - Proposed getting two fields at Terman and having pick-up games for all ages. Just need balls & pennys. Can have t-shirts made if pay $10 each and sign waiver. Select coaches could be there to coordinate event. Spring Select - Collecting money from teams to pay for Mayfield use. Fee is $5,500. All but two teams have paid. 4. Regional Referee Administrator - Steve Eglash Fall Classes - Steve Hansen scheduling. Cubberley room reservations open in March. Spring Select - begins March 3. Mayfield Nets - a generous donor has provided the fields with great new nets. The flags have also been weighted down. Referee Classes - beginner in Cupertino, advanced in Foster City. Action: Steve will send the link to Ray and Cindy for distribution. 5. Fields Administrator - Marco Schuffelen Fields - painted in rain, and the lines did not wash away. 5. VIP Program Coordinator - Chuck Malone Newsletter - suggested having a weekly spotlight to promote volunteerism. Person can write what they get out of volunteering. Can link to website. First spotlight can be in Spirit Award recipient.