1. AYSO Region 894
Annual Board Meeting
July 19, 2016

2. Our Vision
To provide world class youth soccer programs that enrich children’s lives.

3. Our Mission
To develop and deliver quality youth soccer programs which promote a fun, family environment based on AYSO's Six Philosophies.
Everyone Plays
Positive Coaching
Balanced Teams
Good Sportsmanship
Open Registration
Player Development

4. Agenda Previous Minutes Open Positions Board Nominations
Registration Flyers
Open Positions
Section 5 Games
National Games
Board Nominations
Regional Tournament
Board Meeting Dates
No Referee, Cancel Game
Training Matrix
Other Misc Info
RC Nominating Committee
Function Updates
Calendar
Fall Registration
Action Items
Budget
Administrative Updates
Field Planning
Registration Fees
New Business

5. Previous Meeting Minutes Review/Approval

6. Open Volunteer Positions
Fields Administrator
Individual Field Managers
Publicity/Marketing Coordinator
Soccer Camp Coordinator – Ed de la Paz?
Regional Auditor

7. Position
Candidate 1
Regional Registrar
Tiffney Etzel
Regional Treasurer
Rebecca Hammer
Regional Safety Director
Rod Merritt
Regional Coach Administrator
Peter McCoy
Regional Referee Administrator
Chris Boyer
Regional CVPA
Meagan Ottum
VIP Program Administrator
Angela Southern
Regional Secretary
Samantha Walker
Assistant Regional Referee Administrator
Aaron Luchini
Director of Referee Instruction
Dowling Bowman
Director of Referee Assessment
Douglas Vechinski
Coach Trainer
Curtis Walker
Fields Administrator
Assistant Fields Administrator
Cindy Vechinski
Equipment Manager
Van Sullivan
Buyer/Uniform Administrator
Beth Sullivan
Webmaster
Rod Etzel
Team Balance Coordinator
EXTRA Program Coordinator
Regional Auditor

8. Board Nominations
By majority vote of the outgoing Regional Board Members present and voting, the final list of recommended nominees shall be presented to the RC for approval and appointment.
The RC may choose not to appoint a nominee to a Regional Board position, even though recommended, if the RC deems there is sufficient reason not to make the appointment. In such case, the RC shall ask the nominating committee to recommend additional candidates for approval and appointment.

9. WARNING. Reapply as a Returning Volunteer BEFORE August 1st
WARNING! Reapply as a Returning Volunteer BEFORE August 1st! eAYSO access will be removed automatically if you do not!

10. Board Meeting Dates Default Date: Second Tuesday of the Month
August 9, 2016
February 16, 2017*
September 13, 2016
March 14, 2017
October 11, 2016
April 11, 2017
November 8, 2016
May 9, 2017
December 13, 2016
June 13, 2017
January 10, 2017
July 11, 2017

12. Training Opportunities
Multiple Coach and Referee Opportunities available in Region (check eAYSO)
RRA & CRA should announce training info referees and coaches
Local training needs to be on website too

13. RC Nominating Committee
John’s term ends January 1, 2017
Need at least 3 on committee, minimum 1 non-board member
If no one volunteers, two board members will be “volunteered”
Aaron, Van and Meagan have served on previous nomination committees

14. RC Nomination Process
A Regional nominating committee shall be established by the RC, in consultation with the Regional Board, at least three months, and preferably six months, before the expiration of the RC’s term or the end of an RC’s term due to planned resignation.
The nominating committee will be comprised of a reasonable number of both Regional Board Members and Regional Participating Members who are not players or Members of the Regional Board.

15. RC Nomination Process (cont)
The nominating committee shall submit its list of one or more names of individuals who they have determined to be qualified as candidates for the position of RC to the Regional Board. The voting members of the Regional Board shall, by a majority vote, nominate an RC and forward such nomination to the Area and Section Director, whose territory includes the Region. If both the Area Director and Section Director approve of the nomination of the person as Regional Commissioner, then the nomination will be forwarded to the National Board of Directors for election. ( See Bylaw 7.03)

16. Calendar Date Event Jul 2-10 National Games Jul 9
Fall Registration Event 1 of 3
Jul 11-15
UK International Summer Camp
Jul 16
EES Back to School Bash
Jul 19
ANNUAL Board Meeting
Jul 23
Fall Registration Event 2 of 3
Jul 28
HES Back to School Roundup
Aug 3
School Starts
Aug 6
Fall Registration Event 3 of 3
Aug 7
Dick’s Sporting Goods Shop Day (region reps are not required)
Aug 8
Unified Practices Begin
Aug 9
Board Meeting

17. Calendar Date Event Aug 13 U5-U6 Practices/Games Begin
U8-U19 Jamboree (Game 1)
Referee Meeting
Aug 16-19
Team Formation
Aug 20
U8-U19 Jamboree (Game 2)
Coaches Meeting
Aug 22
Regular Practices Begin
Shutterfly Teams get transferred
Aug 27
Game 3
Sep 3
Labor Day (no games)
Sep 10
Game 4
Sep 13
Board Meeting

18. Calendar Date Event Sep 17 Game 5 Sep 24 Game 6 Oct 1 Game 7 Oct 3-7
Fall Break
Oct 8
No Games (Fall Break)
Oct 15
Game 8
Oct 22
Game 9
Oct 24-30
Regional Tournament
Nov 5-6
U10-U14 Area Tournament (Huntsville)
Nov 12-13
U16-U19 Area Tournament (Monrovia/East Limestone)
Nov 19-20
State Tournament (Madison)

19. Action Items Description Assigned to Due Date Status
Look into fee changes for fall
John
May
Complete
MY2016 budget
Rebecca
Prepare draft policies and procedures document
June
Get final team count for section games
Year-to-date budget
Feb
Check fields and goals
Rod M
March
In Progress
Run numbers of proposed fees
Send supply center invoice to Rebecca
Verify lawn company/workers are licensed
Cindy
New

20. Administrative Updates

21. Registration Fees Fall fees Spring fees All - $100 Played in fall: $40
Late Fee after Aug 7
New: $60

22. Registration Flyers For future reference:
Order 2 weeks before first registration!

23. Section 5 Games $25 per player U10B Steely ($250) U14C Merritt ($375)
U19B McCoy ($450)
U19G Sullivan ($450)
Fee: $1,525 total
Did we receive all funds owed to region???

24. National Games U10B – Chris Steely
No referees attended from our region

25. Regional Tournament
HIGHLY Recommend that we avoid using the regular season performance to rank teams.
Prefer more games, even if it causes a referee problem.

26. No Ref, Cancel Game Slight change to policy
If no referees are assigned to a game by a deadline established by the Region Board, the game may be canceled by the Regional Commissioner or his/her designee, or with the Regional Commissioner’s permission, the game may be redesignated as a scrimmage.
Considering allowing coaches to scrimmage.
How will this impact Regional Tournament

27. Other Misc Info New pastor at Crosswinds: Ben James
New principle at HES: Hydi Phelps
U10-U14 Area Tournament at Huntsville
U16-U19 Area Tournament at Monrovia/East Limestone (depends on Creekside work)
Could we use the football field at MMS? Would 2 fields be enough?
State Tournament at Madison

28. Registrar
Tiffney Etzel

29. Fall Registration Status
54 Registered Players
66 Applicants

30. Safety Director
Rod Merritt

31. Treasurer
Rebecca Hammer

32. Financial Status Annual Report Banking Issues and Mitigation
Annual Audit

33. CVPA
Meagan Ottum

34. Coach Administration
Peter McCoy
Curtis Walker

35. Referee Administration
Chris Boyer / Aaron Luchini
Dowling Bowman
Douglas Vechinski

36. Equipment
Van Sullivan

37. Uniforms
Beth Sullivan

38. Vacant (John filling in)
Fields
Vacant (John filling in)
Cindy Vechinski

39. Final Field Allocation
Endeavor – U8 x 4
Hope – U5/U6 x 6
Crosswinds – U10 x 2
Harvest Baptist – U12
Calvary Baptist – U14
MMS – U16/19
HES – Alternate U12 (may have to pay)

40. Field Maintenance
Crosswinds, Harvest Baptist & Hope aerated – guy that did Calvary to complete
Need to fertilize and probably do soil testing
Hope: Sprinkler Zone 1 not working
Calvary: Need a few sprinklers raised – plan to pay someone to complete

41. VIP
Angelia Southern

42. Division Coordinators

43. Division Coordinators
U5 –
U12G – Alison Wade
U6 –
U14B –
U8B –
U14G –
U8G –
U16B –
U10B –
U16G –
U10G – Jeff Salas
U19B – Peter McCoy
U12B – Jeff Salas
U19G – Van Sullivan

44. New Business

45. WARNING. Reapply as a Returning Volunteer BEFORE August 1st
WARNING! Reapply as a Returning Volunteer BEFORE August 1st! eAYSO access will be removed automatically if you do not!

46. Review Action Items