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Harbor Board Meeting Minutes

February 13, 2017, 7:00 p.m. Gig Harbor High School, Gig Harbor, WA

Attendance: Office Contact P E U Office Contact P E U

President** Jeff Wenrich X Premier PD Oscar Canas X

VP Admin* David Kinley X Club PD* Jon Schuette X

VP Ops* Jack Tullis X Small Sided PD* Scott Mahary X

VP Comp* Kevin Gray X Asst Small Sided PD Heath McLellan X

Treasurer* Chris Hodson X Micro PD* Patrick McCutcheon X

Secretary* Ted Smith X Rec Team Assignor Nora Mahary X

Registrar – Rec* Margaret Sonnen X Business Develop. Open

Registrar - Prem Mike Dayton X Game Scheduler Jennifer Moreland X

DOC – Boys Shawn/Mitchell Comm Coordinator Leigh Sutherland X

DOC – Girls Shawn Alire X Discipline Com Jen Quilio X

GM Jason Jarrett X Event Coordinator Carrie Milbrot X

Youth Dir Mitchell James X Spirit Wear Kirstin Brent X

Member at Large* Chris Knowles X

Others:

*Denotes Voting member ** Denotes Member Who Votes only in the event of a tie

February meeting called to order at 7:03pm – Adjourned at 9:017pm Harbor Soccer Club welcomes guest speaker and coach – Machael David Approval of Minutes:

● December 2016 AGM Minutes (Approved - AYES: 9, NAYS: 0, Abstain: 0) ● January 2017 (Approved - AYES: 9, NAYS: 0, Abstain: 0)

Board Reports: Officer reports to follow

Vice President of Administration:

Heath Heikkila has agreed to accept a nomination for the open Business Development position. Nomination and vote to follow under ‘Appointments/Nominations’.

Vice President of Operations:

Jack will schedule a review of all program budgets. Chris Hodson would like to be included in this review.

Need all PD’s to get webpages updated ASAP.

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All contracts are being reviewed by Gig Harbor Law. The contracts under review are:

o Coaches/Directors Contract o Coaches Code of Conduct o Financial Agreement - Premier o Refund Policy

Premier PD:

Need to have all registration fees approved. Club PD:

Jon looking at opportunities for a few Club teams to be allowed to participate in the NPSL.

Small Sided PD:

Needing to set all registration fees. Micro PD:

Looking for copy of the approved Registration Policy. (Should be found on the website).

Will work with Margaret to provide coaching information in registration process.

Treasurer:

Chris to have 2016 statements to all PD’s by 2/17/2017.

David Kinley has agreed to facilitate a financial review with Chris and other board members.

General Manager:

Need volunteers for all tryouts.

Need to lockdown dates for – Appreciation Event, 3v3 Tournament, Stoke City Camp.

Committee Reports:

● Fields Update (Jeff) The Alford group has fulfilled the first portion of the contract and is ready to begin the interview stage. Motion to approve additional funds to move into the next phase with the Alford Group under ‘New Motions’.

● STRAP Update (Chris K) Chris will be emailing all board members dates of meetings for their respective committees. Looking at ways to make Board and STRAP meetings more ‘actionable’ in order to drive change.

Old Business:

● Appreciation Event (David) Jason and Carrie will work on nailing down a date for the 2017 Appreciation event.

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New Business:

● Special Guest – Machael David (Jason) Machael spoke briefly about his childhood, coaching philosophy and what brought him to Gig Harbor. Machael is looking forward to helping make HSC a destination Club.

● Business Development Update/possible nomination (Jeff/David) See ‘Appointments/Nominations’

● Paul Murray – MurrayPhotos 2017 Proposal (David) See ‘Appointments/Nominations’

Appointments/Nominations: Business Development: David Kinley nominates Heath Heikkila for the open Business development position. The person in this position will receive a full stipend if the following conditions are met:

First half of the stipend is paid once candidate is approved and accepts the position

Second half of exemption will be paid if the candidate signs at least $20,000.00 in new Club sponsorships by September 2017

2nd Jack Tullis. (Approved - AYES: 9, NAYS: 0, Abstain: 0) New Motions: Alford Group: Ted Smith motioned to approve the funding ($33,000.00) for the 2nd phase of the Alford Group proposal. 2nd David Kinley with the caveat that HSC is allowed to review and refine the questions posed to the interviewee’s. (Approved - AYES: 9, NAYS: 0, Abstain: 0) Premier Registration Fees – Boys ages 1999 – 2003: Oscar Canas motioned to have the fees for the ages 1999 - 2003 approved. The fees will be $2,150.00 for the 2017/18 season for these ages. Fees will include:

Tyee Cup, RSV Slammers and a Portland tournament

No substitutions for tournaments will be allowed 2nd Jack Tullis. (Approved - AYES: 9, NAYS: 0, Abstain: 0) HSC Club Photographer – Murray Photos: David Kinley motions to approve Murray Photos as the Club photographer for the 2017/18 season. 2nd Patrick McCutcheon. (Approved - AYES: 9, NAYS: 0, Abstain: 0) Good of the Game:

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Officer Reports: President:

Fields/Fundraising:

• Held first Oversight Committee meeting

• Great turnout, and received good feed back

• Asked for additional names of folks to contact; have approx 50 right now

• Please see the attached updated proposal from the Alford Group; we need to

discuss, motion and approve/modify/reject this proposal PCS:

David attended in the meeting, and will provide a brief summary in his report Gig Harbor Law:

• They are reviewing employee contracts and refund policy

• Will have them reviewed and changes prior to the end of the month

Good of the game: Thanks to everyone for taking part in the STRAP meetings! Vice President of Administration:

Business Development & Sponsorships – Working on updating our sponsorship

program with possible Program Title Sponsors for each program. Met with possible new

sponsor who wants to have an involvement with our programs. We are working on

details and should have a proposal ready for them soon.

Tournament/Special Events – We need to finalize our date for the Kick

Off/Appreciation Night, discussion on when that should take place is needed.

We are still waiting on Tyee Cup sanctioning paperwork approval from PCSA before

being sent to WYS, this will be done soon.

Risk Management – WYS is in the process of providing clubs and association with

access to new Sexual Abuse Prevention training. I will be getting more information and

we will need to incorporate this into our RMA and coach training.

PCSA Meeting – I attended the January PCSA meeting in Tacoma on 1/26. It was good

to connect with a few people from our local clubs. A few main points:

PCSA is encouraging all clubs to join Affinity as they are looking for new registration

software. There is a fee per team that would be removed if we get a certain percentage

of the association on board with Affinity.

SSUL awards for winning teams need to be picked up at the State offices. Harbor has a

few that will stay there until they are picked up.

We had a discussion about the growth of SSUL and the desire for better competition. It

was apparent that there is much work to be done on this topic. The current direction

given was that the NPSL would be a better option for highly competitive rec teams.

Harbor position is to help grow the league. More to come on this topic.

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The PCSA proposed budget was presented and it represents a possible association fee

being levied against each player. These fees have not been present for the last few

years, but represent a proposed $2 fee per player that Harbor will need to budget for.

PCSRA (referee association) is experiencing a transition in leadership. There were two

representatives at the meeting and they stated that they will assure that at least one

representative will be present at all future meetings to stay connected to what is going

on.

There was a report on the WYS meeting. There state budget was voted down at the

state AGM, and they were told to revise and bring it back by the associations. The

sticking point was proposed increase in WYS player fees.

Premier Registrar: No report submitted Recreation Registrar:

- Registration for Recreational Soccer – completed.

Upcoming:

- Continue to communicate with leagues

- Working on player cards for Recreational teams for next year

o Issues with authorization to print cards, etc.

o Talking points developed to take to SSUL/PCSA for approval

- Creating a timeline/template of dates for next year registration

o Become proactive during offseason to create registration deadlines

o Work on communication through website to improve registration

o Create Affinity Registration Closures/system

Spirit Wear:

GRAND TOTAL TO DATE AMOUNT

TOTAL AMOUNT SPENT IN ALL

STORES $77,163.83

TOTAL AMOUNT OF PIF CODES USED $17,993.12

TOTAL FUNDRAISING CREDIT EARNED $6,729.23

12/30-1/31 AMOUNT

TOTAL AMOUNT SPENT - SPIRIT WEAR

STORE $675.14

TOTAL AMOUNT SPENT - PREMIER

BOYS -

TOTAL AMOUNT SPENT - PREMIER

GIRLS -

TOTAL AMOUNT SPENT - JR.

ACADEMY -

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TOTAL AMOUNT SPENT IN ALL

STORES $675.14

TOTAL AMOUNT OF PIF CODES USED -

SPIRIT WEAR STORE FUNDS EARNED $51.68

PREMIER BOYS UNIFORM STORE FUND

EARNED N/A

PREMIER GIRLS UNIFORM STORE

FUNDS EARNED N/A

JR ACADEMY STORE FUNDS EARNED N/A

TOTAL FUNDS EARNED $51.68

* Waiting for accounts to be rectified and quarterly checks to be given. Communications Coordinator:

1. Put together an email campaign for Mitch to help promote the spring

2017 Junior Academy Program

Feedback from Mitch was that he saw a significant increase in

interest and registration immediately following the email blast.

2. Currently running an email campaign for Jason to help promote the

high school boys tryouts coming up February 14th and 15th.

After this weekend, emails will continue to go out once a week

until the event.

Vice President of Operations:

Short term projects

-Work with PDs on annual budgets/projections.

-Schedule review with Jason and Jeff (Feb. sometime)

-Touch base with the DARC team.

-STRAP plan subcommittee work Premier PD:

Highlights of budget for 2017/18 season- Budget is attached for Board to review, please take a close look at every line and don’t

hesitate to ask a question. I didn’t include any Sponsorship income as at this point we have none, please let me

know when it happens so I can adjust budget income Within the Budget I have not added the cost of both Coaches and Directors fees. In doing

this I now know what we have available to spend in these categories after all other

expenditures.

Income from registration fees was based off State minimum requirements to register a

team. This will give the program some room to offer multiple player discounts in Premier

Program which will be discussed later but prior to registration.

I’ve added a $2.00 per player fee for PCA just in case it happens.

We’ll continue keeping Coaches travel expenses to league games and selected club

tournaments in the player fee so that these fees aren’t added to team/players later.

Tournaments that entire Club will attend and is included in registration fee are as follows;

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o ALL TEAMS- Rainer Valley Slammers @ Starfire June 23-25

o FC Portland Cup – Boys and Girls U9 RCL – U14 (Boys & Girls 09-04) – July

28-30

o Mt. Hood Cup – Boys and Girls U15 – U18 (Boys & Girls 03-99)

o Tyee Cup - Boys and Girls Jr. Academy – U14 (Boys & Girls Jr.-04) and Boys

U15-U18

o Girls U15-U18 will have one more added once Showcase tournament schedule is

finished.

While registration fee includes the entry to State Cup not all teams will be entered. ALL

1st teams U10-18 will be entered. The 2nd and 3rd teams will be on a case to case basis

depending on what division they played in league, how they did in league and how many

divisions are offered in State Cup for their age group.

Questions/need answers on budget lines-

I need an amount for Board exemptions and wondering why this is not just rolled into

6000 Administration expense. It seems like Premier is picking up the bulk of it when they

shouldn’t be. Line item 6060 for “Camps” (Spring Break and FNL) can someone tell me what the

program gets back for these. Line item 6109 for “Offset to wages from Small Sided Program” is this correct Scott and

Chris how are you applying it? Line item 6152 for “Scholarship expenses again why is this only out of Premier and not

Admin?

Uniforms for next season-

Uniforms for next season have been finalized and will have actual size run of

uniforms/training tees at next round of tryouts in April. Under Armour will still be in Premier for the most part but some changes have been

made for the upcoming year. Uniform kits will still be a separate purchase for families outside of registration fee.

Protime and open invoices-

I have spoken with Protime in regards to zeroing out the books with them to start a clean

slate. We have several open invoices dating back almost 2 years. I’ve asked that any

open, in process invoices be sent so they can be taken care of and should have those sent

in the next week. I’m also planning on setting up a meeting in the next week that Jeff and I will attend but

would also like Chris, Jason, Kirsten and David to also attend so we can get everything

cleared up that needs to be.

Other things to be discussed between Program Directors-

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I’ve heard from both Small Sided and Club that they would like to venture into a

name brand uniform which I think would be great overall for the entire Club. I think this

needs to be looked at from not just individual programs as we start treading waters on

name brand uniforms. I had a few discussions with vendors when I was in LA last month

in regards to possibilities, what they have too offer, time tables, discounts etc. If this is

truly where the entire Club would like to go, great!! I have an email Scott, Nora and Jon

that I will share with you from the Adam (regional sales rep.) and John (Founder/CEO) of

Soccerloco which is based out of San Diego. I’ll also will attach some literature that I got

from convention that explains a little bit of what they have to offer. Club PD:

Registration

We are forecasting 210 players and 12 teams. Of those 12 teams, two of them could be in a Select division.

Field selections

We need to continue to arrange and organize optimal time and space for our practice fields. We should cut down the on the number of fields and thus costs. Oscar did a great job in fitting everyone in.

Harbor Soccer levels

There was discussion at our last meeting about creating a Select League for Harbor Soccer. This could solve a few of the following issues that we are dealing with.

a) Retaining players who want a more competitive environment b) Lessen the cost for those who don’t want to pay Premier prices c) Satisfy some coaches requests to play in a more challenging environment d) Stop losing players to West Narrows!

Coaches / Teams who have expressed interest in Select

Karsten Cavievel – Riptide

Michael Ulrigg – Lightening

I will have a meeting with all the coaches to get an idea of what and where they would like to be. We need to value our volunteer coaches and support them however we can.

There is no ‘I’ in team or Club

I would like some of the Premier coaches and/or players to visit some of the Select/Rec practices this coming year to offer encouragement and insights.

We have talented coaches that I believe can share their knowledge and show we are one Club for continued success. I know we have offered this in the past without much interest.

I feel the Rec coaches may feel overshadowed with a Premier Coach. It may need to be a more collaborative effort.

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An idea would be for the Premier Coach to play along (or be on the field amongst the players) with the rec players with the Rec coach directing from the sidelines.

SSUL

We need to make sure this league is competitive enough for some of our teams. I do not want to lose players because we are trying to satisfy this league. The game and our club focus should be on the players and putting them in the best situation to compete, grow and be successful.

Last year’s team and roster size as of 10/27/2016

First Name Last Name Team name and age group Team size

BOYS

John Kivlin Harbor BU13 Harbor Heat (Kivlin) 17

Aaron Huston Harbor BU13 Sounders (Huston) 16

Hugh Oake Harbor BU13 Sounders (Huston) Kevin Gray Harbor BU13 Sounders (Huston)

Jeff Lavinder Harbor BU14 Eagles (Lavinder) 15

Robert Kregenow Harbor BU14 Eagles (Lavinder)

Danielle Ramsey Harbor BU15 Sharpshooters (Ramsey) 17

Aaron Huston Harbor BU15 Sounders (Huston) 14

Hugh Oake Harbor BU13 Sounders (Huston) Kevin Gray Harbor BU13 Sounders (Huston)

Jeffrey Flaskerud Harbor BU16 Barracudas (Flaskerud) 18

GIRLS

Karsten Cavievel Harbor GU13 Riptides (Caviezel) 16

Michael Ulrigg Harbor GU13 Lightening (Ulrigg) 18

Bon Barnett Harbor GU13 Lightening (Ulrigg) Josh Ruckle Harbor GU13 Lightening (Ulrigg)

Andrew Rohr Harbor GU14 Cheetahs (Rohr) 18

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Mike Wood Scott Zinter

Gregory Hammontree Harbor GU14 Leaping Lemurs (Hammontree) 17

Warren Sharpe Harbor GU14 Thunderbirds (Sharpe) 16

Frederick Tebb Harbor GU15 Mustangs (Tebb) 16

Julie Evenson Harbor GU15 Mustangs (Tebb)

Lawrence Kalahiki Harbor GU16 United (Kalahiki) 15

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Small Sided PD:

Uniforms/Equipment: Met with a potential new uniform/equipment vendor to get

pricing on new uniforms. Awaiting pricing information. If cost is too high, will

stick with ProTime. But I agree with Jon that we (the Rec side) need to elevate our

uniform quality.

Draft Budget: Still working on draft budget for 2017 Small-Sided. Should be

complete this week. Would really like to see last year’s actuals to inform this year’s

budget.

SSUL Spring League: Informed U10-U12 coaches of the SSUL Spring League.

Registration ends March 3, so far no teams have expressed interest. Micro PD: No report submitted Vice President of Competition:

Fields / Maintanence: 1) PSD and Pen Met Meeting over fields Monday Feb 5th @ 5 PM

a. Fields thru August b. Lack of fields due to HS Lacrosse starting for PSD is the big issue

i. We are working on resolutions including indoor for academy at Chapel hill or elementary schools.

2) Looking for a field maintenance person for summer and fall to get all goals and nets ready for Summer.

3) TCC: talking with Erin Rockery and Looking for someone with Backhoe to create drain ditch at TCC around field.

a. Need Contacts to clear with TCC and Drawings of sprinkler lines to proceed

b. Have someone with backhoe , but might need another just case things don’t work out

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Schedules: 1) Premier:

Out to Premier through February 2017, March is awaiting our fields meeting and final fields could affect March schedules put out to Premier. Two dates have already been changed due to GHHS Softball.

Goals

a. Contacted Bob Werner and Coaches i. Asking for 4 new nets , new rock bags, clips, Wheels to move

goals from PSD. HSC will install b. Asking for More net repairs on fences c. Looking at pricing to replace U7 and 8 goals for 2017

Referees:

1) Working with PCSRA on recertification of any refs in Harbor not up to date a. Would like to add page to website for our Local GH referees that has

all links to recertifications and continued education 2) Found 2 possible Referee Mentor for the summer and fall. Working on

particulars of responsibilities and how to carry them out. They would be running the U-7 to U10 games Instead of PCSRA Treasurer: No report submitted General Manager:

Special Guest:

We will have Machael David at the meeting Monday. Machael

will be joining the Harbor Premier staff for the 2017/18 season. I

have asked him to come to the meeting to welcome him to the club

and for him to share his incredible story and vision for giving back

thru coaching. Please take a moment to read the articles below:

http://grantland.com/the-triangle/designated-player-the-extraordinary-

journey-of-machael-david/

http://www.soundersu23.com/home/711836.html

http://www.soundersfc.com/post/2013/08/09/martins-life-field-

continues-evolve-seattle

Items for discussion:

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Boys High School Age tryouts 2/14 & 2/15 – need check-in

folks

Dates for 2017 events – still need to book

o Appreciation Night

o 3v3 Live

o Stoke City Camp

Olympic Force Partnership

Field Committee Update

Harbor Premier:

RCL Update - http://wys-

2016rcl.affinitysoccer.com/tour/public/info/club_standings.asp?

sessionguid=&tournamentguid=6F266974-9C81-4ECA-82EE-

A6050F287A9C&clubguid={D1AB7983-8168-4379-B5A9-

BA2611FC2E68}&clubname=Harbor+Soccer+Club

State Cup Update

o B98/99 in QF’s – 2/5/17

o B00 went 2 wins & 2 ties but were knocked out on points

o B01 did not make it out of group play

Tryouts o As previously mentioned - Boys 1999/00, 2001, 2002 – Feb 14 &

15

o April 26 and 27 (Wednesday and Thursday) for U9, U10 and (for

some) U11 (09, 08 and 07 age groups) o May 3 and 4 (Wednesday and Thursday) for U12-15 (06, 05, 04,

and 03 age groups) o May 10 and 11 (Wednesday and Thursday) for U16-19 Girls (02,

01, 00 and 99 age groups)

Harbor Rec

o Continued discussion about rec teams that want more but do

not want to make the move to Premier. Need to come up

with a plan

o Looking to update dates, fees, ect on website as soon as

possible. Please pass information along to me as soon as it

is known

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General

o NSCAA Convention was tremendous. Lots of learning and new

connections. All 9 coaches came back with multiple diplomas, a head

full of new sessions/ideas, and eager to get back on the field with their

teams to pass it on.

o Harbor Premier coaching staff for 2017/18 is really coming together

well. Very exciting to see our staff and club growing/improving and

others wanting to be a part of it because of what they are seeing from

the outside.