Board Minutes

  • Palo Alto AYSO Board Minutes - 2012 02 08 :   New Programs, Spring Rec, Winter Camps, Spring Break Camps, U2-U4, El Palo Alto Tournament Reviewed Previous Board Minutes, ApprovedTreasurer ReportNow at the low point of our reserve ...
    Posted May 18, 2012, 8:36 PM by Regional Commissioner
  • Palo Alto AYSO Board Minutes - 2011 09 28 :   Season Opening Review, Uniforms, Trash. Review Previous Board Minutes Treasurer ReportCash flow on target.  No surprises.  Will end up at end of year close to what we started with ...
    Posted May 17, 2012, 12:49 PM by Regional Commissioner
  • Palo Alto AYSO Board Minutes - 2011 07 27 :   Registration and Volunteers, Courses, National Games. Quorum Not Achieved - no votes takenPrevious Board Minutes Treasurer Report - routine financial position, on track with budgetStanding ProjectsPlayer Uniforms for Upper ...
    Posted Sep 27, 2011, 9:21 PM by Regional Commissioner
  • Palo Alto AYSO Board Minutes - 2011 06 22 :   Registration and Volunteers, Courses, National Games. Present:  Gordon Short, Reed Freyermuth and late, Chuck MaloneReview Previous Board Minutes Treasurer ReportStanding ProjectsPlayer Uniforms for Upper Division (U14-U19 ...
    Posted May 18, 2012, 8:37 PM by Regional Commissioner
  • Palo Alto AYSO Board Minutes - 2011 05 26 :   Budget Review, Bank Account Issues, Registration and Volunteers, Courses. Review Previous Board Minutes Treasurer Report - MY 2011 Budget - approvedStanding ProjectsPlayer Uniforms for Upper Division (U14-U19)Roland will ...
    Posted May 18, 2012, 8:37 PM by Regional Commissioner
Showing posts 1 - 5 of 16. View more »

Palo Alto AYSO Board Minutes - 2012 02 08

posted Feb 9, 2012, 8:22 AM by Regional Commissioner   [ updated May 18, 2012, 8:36 PM ]

:   New Programs, Spring Rec, Winter Camps, Spring Break Camps, U2-U4, El Palo Alto Tournament 


Reviewed Previous Board Minutes, Approved

Treasurer Report

Now at the low point of our reserve for the year.  Have spent lots of money getting ready for new uniform system.  Should now start to see returns on that.  Cash flow on target.  No surprises.  Will end up at end of year at what we projected at the beginning.

Standing Projects

  1. Uniforms - new Spring Rec players will be using the new uniforms system.  Pushed down to U8.
  2. Simplified registration has reduced support needs.
  3. El Palo Alto Tournament registration is open.  Nearly half subscribed with only 1 week open in registration.  Christine will begin to promote the tournament to complete the roster.
  4. Winter camps worked out fine.  No issues.
  5. Spring Break Camps registration is open, will promote it soon.
  6. Spring Rec Program - registration much stronger than anticipated, Janet Wiener organizing the details of interlock, fields and cooperation with Sunnyvale.
  7. U2-U4 Program being prepared. Will not cause burden on current volunteers, run like our camps.
  8. Volunteer Replacement - some critical volunteer positions are opening up and we need to replace them.  Especially our goals and permits volunteers are leaving, with a lot of corporate knowledge. 
  9. U9/U10 Merger - it was decided to not attempt to merge U9/U10 at this time.  The issue can be re-visited during fall registration after looking at the numbers
  10. Referee course for Feb 26 is undersubscribed.  Need all those pending ref aspirants to enroll.
  11. Introduced topic of margin Spring Select and Spring Rec next year.  Some discussion.  No objections raised.  Steady merger will take place.  First public evidence of the change will be in October as we prepare for try-outs.
  12. VIP - registration and season will track with our Fall Program.  We will look at uniforms issue.  Volunteers need to sign up through WYS.
  13. Fields - Spring Rec was started up after the field allocations had been completed.  We are scrambling for fields.  The RC is totally confused and is relying on Spring Rec Producer to get it straight.   ;-)


Palo Alto AYSO Board Minutes - 2011 09 28

posted Sep 29, 2011, 12:12 PM by Regional Commissioner   [ updated May 17, 2012, 12:49 PM ]

:   Season Opening Review, Uniforms, Trash. 


Review Previous Board Minutes 

Treasurer Report

Cash flow on target.  No surprises.  Will end up at end of year close to what we started with at the beginning.

Standing Projects

  1. Player Uniforms for Upper Division (U14-U19)
    1. Policy regarding take out / return (investigation thanks to Terrie Purpur)
      1. Little League takes $75 check as deposit against uniform return. uncashed check is returned
      2. Knights football don't requrie deposit, but require signed form by parents.   They lose many each year.
      3. Knights store the uniforms in plastic bins by team
      4. Recommends collecting deposit check with player form, to receive uniform
      5. Conclusion is that we will not at this time contemplate a control policy beyond tracking, and see if a problem develops.  
  2. Coach Jerseys - Supplying coach jerseys with certification rating on them is proving to raise awareness of coach certification and its importance.
  3. Spring Select Uniforms - a range of uniforms down to YXS is on hand, and will be used to determine the sizes of players to compose team kits of uniforms for Spring Select
  4. New Locker - A new locker has been procured for uniform storage and re-use
  5. Old Locker Configuration Change - the old locker has been upgraded with roll-out bins for more efficient equipment pickup/distribution and easier management of inventory

Items

  1. Safety Report - We had one incident of a broken leg at U9, due to injury on playing structure after training.  Marc has generated the Incident Report and sent it to National.  Marc will initiate an email to coaches to ensure they know that the playground structures are a hazard for kids in soccer shoes and shin guards, and that we should not be permitting kids on the play structures.
  2. Registration
    1. Upswing in lower divisions
    2. U14 and up diminished
    3. Held every division to optimal team size
    4. Had to de-register perhaps a dozen players due to lack of positions
    5. About 175 drops, seems typical, drops being tracked starting this year
  3. Refund policy will change to be net of $25 regardless of timing or amount.
  4. Volunteers - stats, Coaches (6 waivers, and 3 not meeting standards in U5)
  5. Have added U10 tournament to season
  6. Have canceled U14 Regional Tournament, Palo Alto continues to host U14G Area Tournament
  7. City and 2 principals complained of trash at elementary schools during game day.  Gordon will generate email to parents asking for some more careful attention to this matter.
  8. SSC field encroachment
  9. Tournament (El Palo Alto) for Spring Select being investigated.  Would run same weekend as Fog Classic.
  10. Summary of Referee Training
    1. Special thanks to Dan Mahoney for his continued superb work managing the U8 Official classes
    2. We continue to require Safe Haven training and current year registration before we give out badges.  For attendees in the first two weeks this delayed badges less than last year, indicating improved registration procedures.  Late ref volunteers are still challenged.
    3. Selected polling of classes indicated strong interest in softcopy manuals.  However, when given the choice, refs tended to pick up the hardcopy manuals even though they knew they were on line
    4. The Basic Referee Online Companion Course was given for the first time this year.  The course is a good idea but must be matured.  A separate report covers this.
    5. We had great Referee Instructor turnout, with Rob Schreiber, Dan Mahoney, Lee Berg, Dave Whittum, Don Yates, Stephen Hansen, Ken Joye, Linval DePass, and Jim Ivey instructing courses, and Susan Kim handling equipment and uniforms.
    6. We estimate Region 26 has 200-225 referees
    7. Detail report is attached

Palo Alto AYSO Board Minutes - 2011 07 27

posted Sep 27, 2011, 9:13 PM by Regional Commissioner   [ updated Sep 27, 2011, 9:21 PM ]

:   Registration and Volunteers, Courses, National Games. 


Quorum Not Achieved - no votes taken

Previous Board Minutes 

Treasurer Report - routine financial position, on track with budget

Standing Projects

  1. Player Uniforms for Upper Division (U14-U19)
    1. Policy regarding take out / return (investigation thanks to Terrie Purpur)
      1. Little League takes $75 check as deposit against uniform return. uncashed check is returned when uniform is returned
      2. Knights football don't requrie deposit, but require signed form by parents.   They lose many each year.
      3. Knights store the uniforms in plastic bins by team
      4. Recommends collecting deposit check with player form, to receive uniform
  2. Coach Jerseys

Items

  1. Registration - stats
  2. Refund policy will change to be net of $25, regardless of timing or amount.
  3. Volunteers - stats
  4. Courses - coach and referee
  5. Instructors
  6. National games lottery
      • Tier 1 - g12, g16, g19,b19 - g12 and b19 were taken away and given elsewhere, we have turned back g16
      • Tier 2 - g10,b10,b12,g14,b14,b16
  7. July 4 Program - could not do it, JLS field under renovation
  8. US Soccer - contract completed, they are on board
  9. Have added U10 tournament to season
  10. Have canceled U14 Regional Tournament, Palo Alto continues to host U14G Area Tournament

Palo Alto AYSO Board Minutes - 2011 06 22

posted Jun 23, 2011, 8:11 AM by Regional Commissioner   [ updated May 18, 2012, 8:37 PM ]

:   Registration and Volunteers, Courses, National Games. 

Present:  Gordon Short, Reed Freyermuth and late, Chuck Malone

Review Previous Board Minutes 

Treasurer Report

Standing Projects

  1. Player Uniforms for Upper Division (U14-U19)
    1. Will require $75 check as deposit for return of uniform
    2. Will not cash check and will return if uniform is returned
    3. Will provide small storage box for coaches to store player forms and uniform checks
  2. Coach Jerseys
    1. approved the  coach jersey

Items

  1. New refund policy to commence October 1, 2011.  All refunds net of $25, regardless of timing or amount.
  2. US Soccer
  3. PASC wants to swap a field.  AYSO has Cubberley 1 and PASC has Cubberley 2.  PASC has Cubberley North and would like to have North and #1.  What are #1 and #2 like.  Is this a reasonable trade?

Palo Alto AYSO Board Minutes - 2011 05 26

posted Jun 6, 2011, 5:59 PM by Regional Commissioner   [ updated May 18, 2012, 8:37 PM ]

:   Budget Review, Bank Account Issues, Registration and Volunteers, Courses. 


Review Previous Board Minutes 

Treasurer Report - MY 2011 Budget - approved

Standing Projects

  1. Player Uniforms for Upper Division (U14-U19)
    1. Roland will have them sent to his house
    2. Working through idea how to best distribute them this year to the coaches
    3. Ordered a range of sizes for each team consistent with historical, plus order 15% more uniforms for flexibility in sizing the players on the teams
    4. Starting to plan how to organize and manage locker for uniform return and distribution
  2. Coach Jerseys - final sample under review
  3. Spring Select Report - did well at Davis, see Newsletter

Items

  1. Bank account hacked.  Transferred to BofA.  No funds lost.
  2. Player uniforms U7-U12 - ordered in accordance with last year's practice
    1. Sondra tells me that many divisions' uniforms have been consistently undersize
    2. no repeats in numbering on teams
    3. WYS will be used for scheduling this year
  3. Player uniforms for Upper Division are ordered and will arrive in June.  Blue shirt is set, white shirt number is being altered slightly to have a black line border consistent with blue shirt.
  4. Registration - stats
    1. Generally on track with former years, a little ahead
      1. started 3 days earlier, parents feel more pressure to get signed up early due to policy statement regarding
      2. 3 emails to date, 4th one will go out this weekend
  5. Volunteers
    1. Volunteer Coordinator active this weekend, will review volunteer status each Saturday and send reminders to ensure volunteers continue to move through the process
    2. CVPA in transit with registration process
    3. 3 registration helpers standing by to be supervised by the CVPA
    4. division commissioners, almost all division covered, only 1/4 of them moved through registration
      1. division commissioner calendar is completed and sends alerts to where should be in process
      2. Handbook updated to integrate the calendar references and coach ratings at end of season
      3. Report of volunteer registration in eAYSO is posted as a protected doc each Friday for reference by Volunteer Coordinator and Division Commissioners.  DC will ensure their coaches are moving through system, and will not confirm a coach until they are registered.
      4. Coach certification document will be posted as a protected doc each Friday for reference by the DC and RCA
    5. review coaches and referee signups.  Looks strained for coach signups, but still early in the registration process.
  6. Coach Training Courses - now calendarized
  7. Referee Training Courses - now calendarized

Palo Alto AYSO Board Minutes - 2011 03 23

posted Apr 12, 2011, 6:15 PM by Regional Commissioner   [ updated May 18, 2012, 8:38 PM ]

:   PayPal Integration, new Kinder program report, new uniform commissioner reports.     


Reviewed and Approved Previous Board Minutes (last three meetings)

Treasurer Report - everything on track, getting ready for annual audit

Standing Projects

  • Corporate Donation Program (Postpone)

Items

  • Spring Kinder Program Report - approximately 100 teams, enough coaches in good standing.  Training is arranged. 
  • Spring Select Program Report - 
  • PayPal Integration to WYS - completed and used for Kinder.  Will reduce workload and errors during fall registration.
  • 2011 Calendar of Significant Events
    • Spring Kinder

      March 27 - U6 Coach Training - Greer 2, 2-3:30

      April 2 - May 21


      Fall Program

      April 1 - Registration start

      June 16 - Early Registration finish

      August 13 - Registration Finish

      August 20 - Practice Start

      Sept 3 - Nov 19  (12 weeks)

      - Nov 12 is end of Madison League

      - Nov 19 & 20th for  U12 Regional Tournament

      - Dec 3 Area Tournament, U12 & U14

      Sept 24 & 25, Top Gun

      Picture Days = Sept 24 & Oct 1 ?

      Pizza day - Nov 12
    • Picture Process Update (Gordon presented ideas for this year after meeting with  Photo Vendor)
      • smaller room so easier to manage who enters the room
      • 3 staging areas outside for teams to assemble
      • staging areas suitably organized so parents can take photos
      • picture schedule on days not to include holiday weekends, etc
      • kinder picture clause amended to be the same as the rest of the divisions (includes free picture)
      • XML-tagged player pictures provided to region for use with ID cards and web site
      • shooting schedule will be pre-set, with the ability for a coach to change his slot, self service on web site
  • Uniform Report
    • Two uniform commissioners - upper divisions U10-U19 and lower divisions U7 to U9
    • Lower divisions will be ordered as per usual, including divisions U10-U12
    • U14, U16 and U19 will change to a new method
      • custom design for Palo Alto
      • higher end uniform suitable for fall and spring play
      • uniforms (jerseys, shorts and socks) are re-used
      • each player will receive home and away uniform
      • will stock uniforms for each size in the number range of 1 to 20
      • uniforms ordered to size this year with some overage
      • locker organized during season to receive inventory back
      • team parent becomes important role, including managing uniform and equipment return
      • coach can act as own team parent if desired (coach's discretion)

Palo Alto AYSO Board Minutes - 2011 02 23

posted Mar 22, 2011, 12:38 PM by Regional Commissioner   [ updated May 18, 2012, 8:38 PM ]

A QUORUM WAS NOT PRESENT



Reviewed Previous Board Minutes

Treasurer Report

Standing Projects

  • Corporate Donation Program (tabled for when the season slows down)

Items

  • Spring Kinder Program Report
  • Spring Select Program Report (David not available)
  • Volunteer Dinner Report (short discussion, no action items)
  • 2011 Calendar of Significant Events (reviewed proposed dates, tabled for next meeting)
  • Picture Process Update (Gordon presented ideas for this year after meeting with  Photo Vendor
    • smaller room so easier to manage who enters the room
    • 3 staging areas outside for teams to assemble
    • staging areas suitably organized so parents can take photos
    • picture schedule on days not to include holiday weekends, etc
    • kinder picture clause amended to be the same as the rest of the divisions (includes free picture)
    • XML-tagged player pictures provided to region for use with ID cards and web site
    • shooting schedule will be pre-set, with the ability for a coach to change his slot, self service on web site
  • Uniform Report
    • Two uniform commissioners - upper divisions U10-U19 and lower divisions U7 to U9
    • Lower divisions will be ordered as per usual, including divisions U10-U12
    • U14, U16 and U19 will change to a new method
      • custom design for Palo Alto
      • higher end uniform suitable for fall and spring play
      • uniforms (jerseys, shorts and socks) are re-used
      • each player will receive home and away uniform
      • will stock uniforms for each size in the number range of 1 to 20
      • uniforms ordered to size this year with some overage
      • locker organized during season to receive inventory back
      • team parent becomes important role, including managing uniform and equipment return
      • coach can act as own team parent if desired (coach's discretion)

Palo Alto AYSO Board Minutes - 2011 01 26

posted Feb 26, 2011, 10:31 AM by Regional Commissioner   [ updated May 18, 2012, 8:39 PM ]

A QUORUM WAS NOT PRESENT      


Reviewed Previous Board Minutes - Approved

Treasurer Report - Running on track with budget, slightly less expense than expected

Standing Projects

  • Corporate Donation Program (tabled for when the season slows down)

Items

  • Area News - New AD
  • Coach Policy wrt Club - reviewed in published draft form
  • Locker Re-Do - Reported that one locker is cleaned and terminated.  Other locker is organized and furbished with inventory.
  • Spring Kinder Program Report - Popular demand has pushed us to open a Spring Kinder program.  Will play at Greer in March and April.  
  • Spring Select Program Report - some bumps with regard to new accounting procedures.  G16 team nearly did not happen.
  • Volunteer Dinner - Planned for this weekend
  • Review Kids Zone Feedback - Much discussion.  Mostly focused on player development issues.

Palo Alto AYSO Board Minutes - 2010 11 24

posted Feb 26, 2011, 10:31 AM by Regional Commissioner   [ updated May 18, 2012, 8:40 PM ]

A quorum was not present.  The agenda was followed and items discussed. 


Review Previous Board Minutes

Treasurer Report - on track with budget

Standing Projects

  • Corporate Donation Program (tabled for when the season slows down)
Items
  • Area News
  • Coach Policy Proposal - New Draft for Board Approval
  • Locker Re-Do

Open Discussion

Palo Alto AYSO Board Minutes - 2010 10 27

posted Feb 26, 2011, 10:30 AM by Regional Commissioner   [ updated May 18, 2012, 8:40 PM ]

Review Previous Board Minutes

Treasurer Report

Standing Projects

  • Corporate Donation Program ( tabled for when the season slows down )
  • Flex Program - No longer running
Items
  • Area News
    • Area CVPA slot is open
    • AD has resigned
    • We moved onto the agenda and the Area tournament planning.  Michael S informed us of a change in the number of U14G teams -- went from 1 to 2.  Looking at the numbers, he agreed keeping his regions contribution at one team in the tournament was fine.  So below are the allocations of teams to the Area tournament (16 teams per division; following the table of teams) per division and region.
    • Host region assignments remain the same at:
      U12B Menlo Park
      U12G Sunnyvale
      U14B Mt View
      U14G Palo Alto
  • Ron Ablaza has agreed to be the Area Tournament Commissioner for U14G.
  • Madison League Update
    • small clarifications with regard to team placement and time cards
    • teams do not have to be on the same side of the field, time cards are given to the center ref at the end of the game
    • Lee mentioned that at a game a  parent time keeper on the opposite side did not come to Lee's side of the field and kept yelling across the field for the player number.  Also, the parent was not clear about what they needed to be concerned about.  It was suggested we need a cheat-sheet for the time-keeper parents.  Need someone to volunteer to write this up, as a simple bulleted one pager.
    • There is a requirement by National for the level of instruction/accreditation for coaches in the Madison League.  Our Area has not met this level, and we have an agreed upon Area plan.  That plan ratchets-up the Area requirement from the very loose standards of last year to full compliance by 2015.  That table has been formally adopted and will be entered into the Madison League statutes.  Region 26 is ahead of schedule with this year's requirements, and plans to remain ahead of the requirements.
      • If ALL coaches not registered and safe haven trained by 30 Sep, then the team is disbanded.
      • If ALL coaches not trained by 15 Oct, then the team is not part of the tournament play at the end of the season.
In the attached spreadsheet, coach info in green means meeting the National standard.  That in black means meeting the current Area standard.  That in blue in last years chart is meeting the super relaxed area standard.  That in red is failing all standards.

Here is a table to help understand the by year requirements for U16/19 Primary Season coach training. Note this is only indicating the required training level of coaches for the U16/19 division.  All U16/U19 coaches should ensure they meet these minimum requrements.


National - Secondary (non-primary season)
National - Primary season
Area Standard
Area Enforced absolute minimum
2008
Advanced, National
Adv/Nat recommendedIntermediate (U12 if first time), head onlynot checked or enforced
2009
Advanced, NationalAdv/Nat recommendedIntermediate (U12 if first time), head only
U10, all
2010
Advanced, NationalU6 required, Adv/Nat recommended
Intermediate (U12 if first time), head only
U12, head only; U10 for assistants
2011
Advanced, NationalU8 required, Adv/Nat recommended
Intermediate (U12 if first time), allcoaches
Area Standard for head; 
U12 for assts
2012
Advanced, NationalU10 required, Adv/Nat recommendedIntermediate (U12 if first time), allcoachesArea Standard for head; 
U12 for assts

2013
Advanced, NationalU12 required, Adv/Nat recommendedAdvanced, National for head; Intermediate assts
Area Standard
2014
Advanced, NationalIntermediate required, Adv/Nat recommendedAdvanced, National for head; Intermediate assts
Area Standard
2015
Advanced, NationalAdvanced, National required of all
National Standard
National Standard

  • TopGun Clinic Stats
    • Light turnout.  100 players.  Very few U19, U16.
    • Holiday weekend was an issue
  • Mentoring Program - may need change in training piece.
    • Feedback from coaches on the UK Socca practice mentoring has been positive.  Especially first-time coaches have been effusive about how much it helped them.
    • UK Socca feedback
      • most coaches took the training to heart and improved at each session
      • many coaches of 3 or more years think they are already good at it, but are teaching incorrect techniques
      • very difficult to schedule the team visits.  Many coaches not helpful with information.  most practices are at the same time.  After awhile began to look at multiple coaches on the same field at the same time for practices.
      • Most common problem with the coaches, especially first timers, is that they don't come across as a coach, just another parent hanging around.  The mentors have begun to focus some of the training on coach demeanor and voice.
  • Coach Policy Proposal - RC & Leon to review/discuss changes to best interest of AYSO. Clarify intent.
  • Form a committee to review Spring Select and region identity
    • Gordon will send out an email to pull together a small committee to get on with figuring this out.  After months of ad hoc discussion and putting off the challenge during season start-up, its time to sort out the program before Spring Select is upon us.
  • G14 Commissioner, Leon, proposes a budget of $200 for the Regional tournament, per division (4 divisions) for medals for the four placing teams. - Approved with a cap of $250 per Division.
  • VIP Program Report - Chuck Malone
    • Play started Sept 12
    • Some new players
    • Plenty of coaches and buddy volunteers
    • Challenge to get other regions to confirm play-days
    • Chuck will work on uploading photos and videos for viewing
    • Jerseys requested for scrimmage (Chuck to follow-up with Joan)
    • Treasurer to give deposit check to Chuck for Awards Dinner ($250)

Open Discussion

  • Coach Shirts.  We are going to change the way we handle coach shirts.  Starting now we are going to run an inventory of the relevant sizes of coach shirts, and distribute them from the inventory.  This will save having to guess what we need in each size and scrambling with orders at the 11th hour, and not having coach shirts until part way into the season.  With this method, we will have enough shirts on hand before the season starts.  We have burgundy shirts for this year, so we will settle on having burgundy coach shirts into the future.  We need to have Gordon, Saul, Reed and Joan talk about getting this done and managing the shirts in the context of the locker.
  • Lee presented a report prepared by Jim Ivey and Stephen Hansen regarding our region's referee training this season.  The full report is here.  Bottom line for 26 is that 180 Palo Alto referees took referee courses this season.

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