Minutes of Board Meeting, Emerald City Football Club

March 10, 2008

Meeting was called to order at ECFC’s office at San Point Education Center at 7:12 p.m.

Present were: Tor Jernudd; Randall Johnson; Bobby Howe; Dan Barsher; Jamie Rees; Karen Launceford; Rachel Keyser, Laura Caldwell, Stefan Cobb, and John Ryan.  Meg Grimaldi and Peter Bladin sent their regrets for being unable to attend and were excused from participation. 

Also present was Erik Oman.      

Prior Minutes

The meeting began with a request for comments to the January and February draft minutes.  Time permitting, it was agreed that we would revisit this later in the meeting, and if time did not permit a revisiting, the Board was asked to provide comments in advance of the next meeting. 

Because of the sometimes lengthy minutes, the Secretary was asked to identify action items so that when reviewing the minutes, the Board is reminded of the tasks that members of the Board should address between board meetings. The secretary agreed to provide a summary of action items when possible. 

Thank You and Recognition

On behalf of ECFC, the Board wished to express its congratulations to the F95G and M89G teams for their accomplishments in state cup play.  Stefan Cobb, Coach of F95G, expressed his thanks to the President and the Board for the leis presented to the team to signify their trip to the regional tournament in Hawaii.

John Ryan and the Board then recognized Jamie Rees, member of M89G, for his long and distinguished career with ECFC.  The Board wishes Jamie continued success in the future. 

The Board also wished to thank state cup rep Dennis Vollrath and Phoebe Russell for their hard work, particularly with the difficulty in rescheduling games due to weather. 

Election Committee

With the club’s annual board election approaching, John Ryan moved to form an election committee to conduct the upcoming Board election.  Tor recommended that Dan Barsher, Meg Grimaldi and Peter Bladin be named to the committee, since they would not be facing election this year.  Laura Caldwell seconded the motion.  The Board then noted that prior elections involved an open call for interested candidates to submit a one page statement of their interest, with the statement then posted on the ECFC website.  Members are invited to review the candidate statements.  Also in year’s past, ECFC has held a meet-the-candidate night, where candidates answer questions from club members.  The last two years, the election has been conducted by email and electronic balloting.  The Committee will remain in effect until the election is completed and the new board is seated.  The motion carried unanimously. 

Tryout Assistance  

With tryouts scheduled for March 15 and 16, Board assistance was requested in running the tryouts.  The club has opened its on-line registration to try and determine (in advance of the tryouts), the number of players to expect, as well as basic information on prior playing experience.  Once the players register, relevant information will be provided to the coaches in each age and gender.  Returning players will be charged a fee of $1 and will be requested to wear their numbered practice shirt.  New players will be charged a fee of $10 and given a numbered ECFC t-shirt.  Pictures of the players with their number will be taken at the tryouts and provided to the coaches to assist them in making player selections.  Board members were asked to sign up for shifts at the fields to assist the coaches in the selection process, answer questions of parents to the extent possible, and to make sure tryouts ran as smoothly as possible. 

(Ron White joined the meeting.)

The U14 and U13 teams have primary responsibility for providing tryout assistance, but Board members were requested to help direct the volunteers.  Board members then signed up for various shifts at the tryouts. 

Bobby Howe indicated that there would be a good turn out of evaluators.  He stated that he would provide the Board with information on who would be evaluating the players at the tryouts. 

Travel Budget

The Club currently has budgeted $4,000 for travel support for teams traveling to the regional tournament.  However, two or more teams (3) may request travel assistance.  Stefan Cobb’s team manager expressed concern about the amount, as it directly impacts team fundraising efforts- teams need to know how much money they will receive from the club so that they know how much money they must raise on their own.  A request was made for some predictability in club assistance so that fundraising efforts could be prepared accordingly.  Randy Johnson moved for the club to provide each team heading to the regional tournament with at least $2,000 in club assistance.  Karen Launceford seconded the motion.  The motion carried without opposition, with Stefan Cobb, Dan Barsher (whose daughters are on one of the teams headed to the tournament) abstaining. 

Agenda Requests

1. Erik Oman and YTB Travel. Erik Oman discussed a fundraising opportunity directed toward non-profit organizations, in the form of an internet travel service.  Details of the program, including the commission structure, possible payouts, and costs associated with the program, were discussed.  The Board thanked Erik for the presentation and agreed to take it under consideration. 
2. Ron White indicated he did not have any issues to raise at this time.
3. Randy Johnson then raised for discussion ECFC’s outreach to other clubs and efforts to attract players.  The Board then briefly discussed its current efforts in these areas, before turning to the prospect of hosting a Jamboree for house league teams in neighborhood clubs.  The objective of such a program would be to reach out to our fellow SYSA clubs and build brand awareness.  Laura Caldwell noted her current team players would like to contribute more with ‘bonding events’ like these where they can serve as role models and mentors to younger players.  The importance of an event like this in building a broad base for successful future teams was noted.  Tor noted that the Board had not yet agreed upon or approved the proposed revision(s) to the mission statement, and that we would need to dedicate additional time in the next board meeting to that statement.  It was suggested that after the mission statement is revised, the Board simply votes ‘up or down’ on whether a program like this meets the objectives of the mission statement.  The issue was tabled for further discussion later. 
4. The president asked the Board how important the name of the club was to the Board.  The question arose in discussions with SYSA.  After some discussion, the Board agreed that we take great pride in our name. However, we would very reluctantly consider changing the name of the club if it provided a tremendous benefit to the club and our players.  The Board agreed that we are committed to our name: ECFC.
5. John Ryan raised the idea of a Board retreat.  The president agreed with the idea.  Board members were requested to submit proposals and ideas in the weeks following the meeting for further discussion. 
6. Jon Matsushita was unable to attend the meeting and provide the Board with a report on the citywide tryouts.  However, some of the information was provided in written form, attached to the SYSA Commissioner’s Report.  Bobby Howe explained the tryouts, and the evaluation process, and how deep into the player pool some teams had to go to fill their squads.  The secretary noted that SYSA clubs now recognize that some teams have been ‘preselected’ before tryouts (U11), and there is agreement that this must change.  The Board recognized the need to review and analyze the tryout data further.  Randy Johnson will request the data from the SYSA Select Committee.  (During this discussion, Laura Caldwell left the meeting for another engagement.) 

Committee Reports

            1.  Coaching Director Review Committee.  Dan Barsher reported that the feedback necessary for the review had been completed in part.  Comments had been solicited by the Committee, the parent survey had been conducted, and some of the exit interviews had been completed.  However, one exit interview was still pending, and the exit interview information had not been summarized completely.  Laura Caldwell and Stefan Cobb conducted a survey of coaches and provided the information to the Committee. 

A lengthy discussion then ensued regarding the survey of coaches, how it was conducted, and how the information would be used or presented in the Coaching Director review.  It was agreed that the information from the survey of coaches would be used by the review committee as part of the Coaching Director review. 

The conclusion of the committee was that it was not ready to make its report.  Randy Johnson then moved to extend the deadline for the CD Review Committee to conduct and complete its review and report back to the Board.  John Ryan seconded the motion.  The mandate of the committee was then extended by 30 days with instructions to report back to the Board at the next meeting. 

            2.  Uniform Committee,  Karen Launceford indicated that Sporthaus Schmetzer will be the club’s uniform retailer, and that fittings for uniforms for younger players would be scheduled shortly. 

            3.  Neighborhood Select Committee.  Bobby Howe reported on the discussions with Dave Richardson and the prospect of a neighborhood based team.  The Board then discussed some of the issues related to a neighborhood team (pricing, colors, coaching, etc.)  A lengthy discussion ensued on how or why this effort to reach out to neighborhood teams and clubs does (or does not) improve our club or further our interests.  The Board recognized the need to open dialogue and communicate with those outside the club, as well as those inside the club.  There were also concerns raised regarding the need for consistency among all members and teams.  Differences between these neighborhood teams and existing ECFC teams were discussed so that Board members could respond to inquiries relating to the differences.  Because of the players expected at the GU13 tryouts, the secretary was asked to address the parents at the tryouts and inform them of some of these differences.  The question of future district select teams, their make-up and selection, was tabled for further discussion.    

OFFICER REPORTS.

TOR JERNUDD, President’s Report:

The Board was presented with a tryout postcard and provided with a brief update on the manager handbook update.   

BOBBY HOWE, Coaching Director Report. 

Bobby reported that Jon Matsushita had accepted an offer to become Assistant Coaching Director.  Jon will be managing the ECFC Spring Academies, and the prospect of a full time academy will be explored.  Bobby has also talked with Ken Sloan, Matt Olson and Erik Oman about the prospect of ECFC running summer soccer camps.  Bobby explained the timing of the spring camps, how they have been run in the past, and the possibility of offering a similar program on one evening per week in the fall. 

The coaches meeting held in February reviewed the tryout procedures, and introduced the new coaches to the rest of the group.  Team formation issues will be discussed in the next meeting, and the coaches will be presented with their contracts for signature. 

The CD attended a meeting of the PDL and reported on a restructuring within the PDL.  Two new coaching directors from emerging clubs will be added to the committee to expand the representation.  There were also rule revisions relating to coach movement (coaching at same age and gender at another PDL club acceptable if approved by the CD of the clubs) and playing time for goalkeepers (not the same time as field players) discussed. The PDL was in favor of the changes, and sent to the coaching directors to vote on in the week following.  Other PDL business was discussed:  a proposal to provide a licensing equivalent for NSCAA coaches (voted down); flaws in the club standing formulas; Crossfire was advised against adding a third team (district team ‘adopted’ by Crossfire). 

With tryouts scheduled for the following weekend, Bobby thanked the Board in advance for their help.  Erik Oman and Dave Smith were then presented as additional candidates for coaching teams within our club.  VP of Membership then made a motion to approve Dave Smith as an addition to the roster of approved coaches.  The Secretary seconded the motion, and it was unanimously approved. 

Stefan asked about ‘pre-tryout’ training sessions, and Bobby explained changes from past years, with the primary change the prohibition of “open pre-tryout training sessions.”  Tor noted that one non-ECFC SYSA team had reportedly asked players to sign contracts saying they would not play for another team or club.  Bobby indicated that the PDL will attempt to address player movement. 

KAREN LAUNCEFORD, VP of Membership

Karen noted she addressed more activity than usual, most having to do with answering questions on PDL and kickarounds (pre-tryout training sessions), tryouts, and coaching inquiries.  Karen noted concern from a team that had not had an individual named as coach the week before tryouts, and other concerns expressed about coaches who had not communicated with their teams or been present for training sessions.  She forwarded the concerns to the Director of Coaching and the Coaches Reps. 

Karen complimented Shawn Farrell for his “transition email” and cited it as a good example for coaches to follow when being named to a new team.  Bobby then stated that a system will be put in place to handle the transitions. 

Karen also reported concern expressed by members over departing coaches. Karen indicated that no members playing for a departing coach raised the issue, but the issue was raised by other club members.  A discussion ensued and the difficulty in handling a departure was noted.  The club has chosen to thank the coaches for their service, and not to offer our own explanation for the change.  

Karen also requested that an effort be made to evaluate the SYSA tryout process.  She has requested some type of report that analyzes the data. 

Another concern, noted in email communications between Board members, was taken care of.  The person raising the comment in concern did not follow up in response. 

DAN BARSHER, SYSA Commissioner’s Report 

Dan submitted a written report and the Board was asked to review the report outside of the meeting. 

Player Rep Reports

Rachel remains in charge of the U15-U18 awards night and will report on the progress next month.  Jamie had no issues to report. 

Coaching Rep Reports

Stefan had no issues to report. 

John Ryan then moved to adjourn at 11:53 p.m.  Stefan Cobb seconded and the motion carried without objection. 

Minutes of Board Meeting, Emerald City Football Club

February 11, 2008

Meeting convened at ECFC’s office at the Sand Point Education Center at 7:07 p.m.

Present were: Tor Jernudd; Randall Johnson; Bobby Howe; Dan Barsher; Jamie Rees; Karen Launceford; Meg Grimaldi; Peter Bladin, and Rachel Keyser.  Stefan Cobb joined the meeting shortly after it started.  John Ryan was not present.      

Also in attendance were Mark Szabo, and Dennis Vollrath.  Dave Richardson joined the meeting shortly after it started. 

The minutes for the January meeting were presented for review.  The draft of the December minutes was previously sent for distribution but (due to apparent computer problems) were not distributed.  Board members are encouraged to review the minutes at their leisure and comment on the drafts in our next board meeting. The President also asked that the approved minutes from prior meeting be posted on the club’s website. 

Before turning to the business at hand, the president raised two issues. First, members of the board were reminded about club communications and providing mutual support for each other.  Second, because the issues to be addressed in this meeting could take many hours, a target adjournment time was proposed.  The Board was in consensus that 9:30 pm would be the target adjournment time. 

DAN BARSHER, SYSA Commissioner’s Report 

Prior to the meeting, Dan provided a written report of the SYSA meeting held on February 4, 2008.  At that meeting, a fee increase of $90 for WSYSA District 1 teams was discussed, as well as Neil Callahan’s nomination for Volunteer of the Year, and a study of girl’s soccer injuries.  Dan agreed to send the written study results to Board members.  SYSA also discussed the recent tryouts, and Jon Matsushita will provide a more detailed report regarding tryouts at the next SYSA meeting.

At this point of the meeting, the President acknowledged and introduced to the Board Dennis Vollrath, Dave Richardson, and Laura Caldwell.

KAREN LAUNCEFORD, VP of Membership

Prior to the meeting, Karen provided a written report, disclosing that she has received no comments from parents relating to concerns, but has fielded numerous questions regarding tryouts (when are they, where are they). 

Karen also provided an update regarding the uniform selections. Samples of the uniforms chosen by the Uniform Selection Committee were on hand and present at the team formation meetings the prior evening.  The sweats were not finalized because of on-going color selection discussions.  Sporthaus Schmetzer will again be our retail outlet and, while they currently provide us with a retail discount, they have agreed to reduce their mark-up further (increase the level of discount) over our existing contract. 

Karen also received input from Randy, John Ryan, Bobby, Phoebe and Tor regarding an administrative position job description, thanked them for their comments, and provided a brief update on the administrative position discussions.   

PETER BLADIN, Strategic Planning Committee Report

Peter reported on the departing coaches exit interview process.  He noted the purpose of the exit interviews is to get feedback from the departing coaches and try and get a better understanding of why a given coach is leaving the club.  Peter will develop questions and present feedback to the Board. 

Dan Barsher, SYSA Commissioner, made a motion to form an exit interview committee to conduct exit interviews and report back to the Board.  The Committee will serve until such time as the Committee has met with the coaches departing from the 2007/2008 season.  Randy Johnson seconded the motion and it carried unanimously. 

The president suggested that players departing the club for other clubs could be asked the same type of questions, and noted the exit interview process was a good management tool.  It was suggested that this task be included as an item for consideration of any administrative staff duties. 

Karen Launceford raised the prospect of conducting an annual coach survey, similar to the parent survey. The issue was also included as an item for consideration of any administrative staff duties.   

The President then provided information regarding parent survey results on the proposed revisions to the mission statement.  Overall, 75-80 percent agree with the proposed changes to the mission statement.  The approval rate was higher with girls and the younger age groups.  There are, however, three broad categories of criticism:

1)      The mission statement does not go far enough;

2)      The focus is on elite players, not on others;

3)      The development of teamwork is not addressed by the statement.

(Others simply liked the old statement better.)

Peter asked Tor for more raw data from the survey to see if he could find a breakdown in the percentages based on age, team (Green or White) and gender.  Tor then explained the survey methodology generally, said the information was confidential, and that a summary of the survey results would be provided at a later time if requested.

The Executive Vice President noted her difficulty in obtaining relevant information from the club that would allow Board members to fulfill their responsibilities as members of the Board.  Tor stated that there were valid reasons for why the information was not available to the Board, and offered to bring in the survey architect (research assistant) to explain. One such reason was that club members were promised they would remain anonymous and that it was important to honor that promise.  Meg noted that she was not asking for the identity of the commentators, just looking for the raw data from the survey.  Tor indicated that summary information of this type had been made available upon request in the past and will be made available upon request again in the future.  Tor explained that some members include information in their comments that could easily identify them and that such identifying information would need to be removed before the comments could be made available for review. 

The President also explained that the club has ‘erred on the side of confidentiality’ and that another reason for the interest in keeping the survey responses confidential related to the coaching director's review of coaches, and being able to encourage members to provide honest feedback without hesitation.  Tor further explained that the name, age, team information (and like information) is stripped from the comments but some comments have detailed information that could identify the person making the comment (“My daughter who tried out as a U12 goalkeeper…”).  The VP of Membership stated that she did not need to see the raw data but would be happy to review the parent survey results in summary form.  Tor requested that the Board be patient with their requests for survey data, stating that the data had not been ignored in the past and will not be in the future. 

Coaches Rep Stefan Cobb noted that collecting feedback from club members was a good thing, and the survey data allows the Board to see how the members feel about the club.  

Peter Bladin suggested that the Board prioritize its goals and objectives, and Tor suggested a Board retreat, explaining that this mission statement review process has been on-going for the past two and a half years.  Peter was instructed to identify a proposed list of topics for “intense focus”.  Peter agreed to place the list on Google Docs and provide the board with the correct access information. 

MEG GRIMALDI, Executive Vice President Report

The Executive VP reported on parent oriented communications relating to tryouts.  Meg solicited comments for inclusion in the tryout brochure.  It was noted that the brochure should indicate that the proposed mission statement revision is a “draft” since it had not yet been approved.  Meg indicated that she was looking to add action pictures of other ECFC teams to finish the tryout brochure.  Recent changes placing restrictions on having non-ECFC members participate in ‘pre-tryout’ training sessions was also discussed. 

The Board also discussed having four separate brochures to tailor the tryout message to the applicable age groups and gender.  The four brochures suggested were for:

A.     U11-U13 Girls

B.     U11-U13 Boys

C.     U14-U18 Girls

D.     U14-U18 Boys

Laura Caldwell also asked that the website be updated to reflect the tryouts and provide links to the coaches. 

Meg Grimaldi then requested that the Board be provided with a summary report of key trends, etc. from the parent surveys.  The club president indicated that the information would be provided in the April meeting. 

U15-U18 Coaches Report

Mark Szabo, who had been appointed in the last meeting as U15-U18 Coaches Rep, stated that there was nothing of substance to report.  However, He was submitting his resignation since he has accepted employment with another club.  Peter Bladin moved to thank Mark for his service to the club, and to accept his resignation.  Karen Launceford seconded the motion, and it carried unanimously.  Laura Caldwell has been asked to serve in the remaining meetings as the U15-U18 Coaches Rep. Stefan Cobb nominated Laura as the U15-U18 Coaches Rep, and Meg Grimaldi seconded the motion.  It carried unanimously. 

U11-U14 Coaches Report 

Stefan Cobb reported that he had answered questions from coaches as to why the club had switched uniform vendors.  He explained the long process, and the issues discussed, and the coaches have accepted the decision. 

JOHN RYAN, Treasurers’ Report

John Ryan was not present and provided a written report. There has been a small surge in collections from the older girls HS age teams. Our AR is larger than it was this time last year, with most of the difference attributable to collection from the older girls teams.  In years past, we have been left some “uncollectable” funds, and the Board discussed whether we allow players with unpaid fees to tryout for the club.  The discussion focused on the need for a consistent policy, and the PDL rule (which requires a club to disclose unpaid fees if a player trys out for another PDL club).  VP of Membership suggested that players with outstanding account balances be prohibited from participating in state cup.  Tor noted that implementing such a decision is the hard part.

The Board was informed that our next meeting would include a “more complete” Treasurer’s Report, and were encouraged to read the written report.  Additional questions relating to the budget (and coaches) will be addressed later in the meeting.   Tor indicated that:08/08 payments were starting to arrive, and the 2007 tax forms have been completed.  

TOR JERNUDD, President’s Report:

The president delivered both a written report and an oral report.  On behalf of the Board, Tor expressed many thanks to Jon Matsushita for a job well done in the U11 and U12 tryouts.  Others contributed and their contributions were also appreciated, but Jon should be singled out for his efforts with respect to tryouts.  On behalf of the Board, Tor also expressed thanks to all of the volunteers and donors for the PDL awards night, the volunteers and speakers at the Metropolitan FC information night, and the team formation meetings.  The facility was perfect for the team formation meetings, and there was plenty of positive feedback from parents.  Registration should open shortly. 

Tor also disclosed that a donor had come forward, with a proposal for establishing a matching fund for donations to scholarships and field funds.  It is anticipated that a committee will be formed to frame the details of the agreement. 

One issue raised in the team formation meetings (with four teams at GU12) was a third and fourth color.  After discussion, Karen Launceford moved to attach “Blue” to the third team and “Black” to the fourth team, with additional colors for additional teams to be discussed as the need arises.  The motion was seconded and carried unanimously. 

“The Big Tent”

The President requested Board guidance regarding more teams being integrated into ECFC in a ‘Big Tent.”  Tor indicated that the Mt. Baker BlueCats were interested in becoming a part of ECFC.  Tor indicated that he and Dave Richardson had reached a draft agreement on bringing the BlueCats into ECFC as an ‘adjunct team’ in the first year, and that board review was now necessary before moving forward.  The key points of the draft agreement were that the Blue Cats would participate in ECFC tryouts.  It is expected that there will be sufficient numbers of players at this age (GU13) for the club to form multiple teams.  Given the strength of our Green and White teams, neither Dave nor Bobby saw much, if any, movement of players among the teams.  The draft agreement calls for the existing BlueCat coach (Paul Reynolds) to coach within the club and a modified fee structure to allow transition to ECFC. The draft agreement discussed would be fore this year only (2008-2009 season) and the players would be subject to all ECFC player requirements, fees, etc. in future years.  Tor noted that this could be a model for bringing additional teams into the club, and Bobby Howe recognized the upside to ECFC in expanding the base of players.  Dave Richardson explained the reasons why the agreement made sense to his club/team. 

In connection with the efforts to expand ECFC’s reach, Randy Johnson reported on the tasks he was asked to perform.  The Secretary explained that he had met with members of the various neighborhood SYSA clubs, including coaches and Board members, and discussed their willingness to develop a more integrated system for developing players and assigning them to teams in Seattle.  Generally, the discussions have been positive, with some clubs very eager to form strategic partnerships immediately.  Others are interested in moving in a common direction.  Randy explained that Westside is currently seeking a stronger alliance and has requested cross-training opportunities, as well as coaching and player clinics.  Randy also disclosed that he was asked to sit on a Select Soccer Committee within SYSA, where these issues are also being addressed. 

Laura Caldwell then moved to empower Randy Johnson and Bobby Howe to continue their discussions with local clubs in an effort to expand the reach of ECFC, and to work with the clubs on the terms and conditions for strategic relationships.  Peter Bladin then seconded the motion, and a discussion ensued.  VP of Membership then voiced concern that with the Metropolitan merger, some parents may be concerned or disappointed with ECFC if the club continues to expand, offering different terms to different groups.    She also stated that the club would need to find and hire additional qualified coaches.  Karen also mentioned that consistent treatment of all ECFC players and teams was an important concern. 

Stefan Cobb noted that he has been coaching teams for many years, and adding or allowing a neighborhood component to team selection is a good idea, especially for the younger age groups.  He also noted that whatever we can do to ease the transition from House League or recreational soccer to select soccer is in our best interest.  Karen noted that the current U12 Girls have four teams, and asked if a neighborhood allocation was being considered for the players on the 3^rd and 4^th teams. (It was agreed that the Green and White teams would always be selected city-wide, based primarily on skill.)    Bobby Howe agreed to inquire further of the U12 coaches to see if a neighborhood component could be included in the player allocation.  Those with additional comments were directed to send their comments to Bobby Howe and Randy Johnson.  The motion carried with Tor and Randy Johnson abstaining. 

Parent Survey Results

 Tor explained the process that has been used in obtaining parent feedback on the club.  A confidentiality agreement has been signed with the surveyor, and the comments are stripped of obvious identifying information before the data is sent to the club President and coaching director.  Tor stated that the mechanics of the process are best explained by those who perform the survey.  He then stated that the results of questions on coaching are sent to the Coaching Director, and that the survey uses the same basic types of questions from the prior year/years.  This year, questions relating to the proposed changes to the mission statement were also included.  The results were that approximately 72% agreed with the proposed changes.  Of those expressing skepticism or criticism of the proposed changes, the most common undertone of the comments was that the old statement was more inclusive and had served us well.  Tor noted that we may need to broaden the statement to clarify our status as a 501C3 organization. 

Tor explained that the overall comments from the survey mirrored the comments we heard at the team meetings, but that these comments were more sophisticated and meaningful than in prior years.  Tor performed some preliminary work with the survey results, assigned categories to the comments for review, and then provided the Board with a summary of the comment categories.  Tor noted a decrease in satisfaction in the U14 and U13 age groups.  In comparison to last year, favorable responses from girls are up over boys, but fewer people completed the survey this year. Tor described both some of the negative and positive comments, and agreed to make the comments available for Board review, but would not be distributing the comments electronically.    

The discussion then turned to some of the response details.  Tor noted that an increase in positive feedback was tied to ‘having better coaches.’  Whether the players were “having fun” increased for girls (81% up from 60% last year) but remained unchanged (66%) for boys.  Some of the dissatisfaction is tied to playing time issues. 

Tor noted that this information is relevant for our Coaching Director in making his decisions on coaching assignments, and that Bobby has been provided with a full set of comments as well, which he uses in his review of coaches and in coaching assignments.    

The president provided the Board with an overview from years past.  He explained that the Coaching Director was hired with a three year term, and that the Board (at that time) approved the contract.  Tor stated that the contract had also been reviewed by outside counsel.  Tor has the original signed contract, and he was one of the board members on the committee that negotiated and finalized the contract.  Tor stated that the Coaching Director’s duties are summarized in his email to Board members, and that the contract calls for the president to supervise the coaching director in order to avoid excessive micromanagement.  According to the President, the President is to conduct the performance review of the Coaching Director, and present the Coaching Director to the Board for approval.  Tor recognized that the Bylaws provide that the Board shall conduct the Coaching Director’s review and that the Bylaws are “not in sync” with the process he is suggesting the Board follow.  According to Tor, this has never been an issue before.  Tor stated that Jon Bakken had solicited feedback from Board members and conducted the last review in November of 2006. 

In an effort to repeat that process, Tor sent an email to Board members, asking for comments.  He received 4 responses, three of which were critical of the suggested process.  Tor suggested that the annual review of the Coaching Director be performed as it had been done in the past by Jon Bakken, and that he would gather comments and input from the board, the parent surveys and meetings, coaching surveys and discussions, and potentially also input from departing coaches. 

The Secretary voiced his strong objections to the proposed plan.  The Secretary noted that, prior to the meeting, he had contacted the President to relay his concerns.  The Secretary noted that under the Bylaws, the Board is to conduct the Coaching Director review.  The Secretary noted that the criteria for the evaluation is the within the Coaching Director’s contract, and that the Coaching Director’s review from prior years (which would show what the Coaching Director was asked to focus on) would be relevant to any review.  The Secretary noted that as the records keeper for the club, he had asked to see the contract, and his request was rejected by the President.  The Secretary noted that he had asked to see performance reviews from prior years, and his request was rejected by the President.  The Secretary also noted a perceived “rush” to complete the Coaching Director review when it should be thoughtful and even-handed.  Given the conflict present whenever an organization makes changes in coaches, postponing the review made sense. 

The secretary moved to have the Board conduct the Coaching Director review, based upon the coach’s contract, the Bylaws, and taking into consideration the exit interviews from departing coaches, the information from the parent surveys, and a survey of current club coaches.  The executive VP seconded the motion, and a lengthy and heated discussion ensued.   The President provided his perspective, including an explanation that in his view there was an important element of trust involved.  The Executive VP noted that the objective was to fulfill our fiduciary obligations to the members of the club. Laura Caldwell noted that a procedure with more than one person conducting the performance review protected the Coaching Director, especially if the Coaching Director and the President did not see eye to eye, and allowed more transparency on what actually transpires in the review. The VP of Membership stated that she perceived the Coaching Director review as potential micro-management of the coaching director, and suggested that the employment contract may supersede the Bylaws if they conflicted with the Coaching Director’s contract. 

The president requested that the specific motion under consideration be written out for discussion.  The following motion was made by Randy Johnson:

“By March 10, the Board will conduct a review of the coaching director’s performance in accord with his contract and the bylaws.  A Committee will be formed, consisting of the board president and one to two board members.  The Committee will obtain feedback from coaches (survey and exit interviews), examine parent survey material, and receive input from board members.  The Committee will remain in effect until it reports back to the Board.”

The discussion continued, with the President asking guests at the meeting whether the motion was clear to them (to which they responded affirmatively.) The boys player rep also stated that he perceived this as an issue of trust, and that the process was hampering our ability as a Board to address more important issues. 

The Executive Vice President then seconded the motion.  Meg Grimaldi, Dan Barsher, Stefan Cobb, Peter Bladin, Randy Johnson and Laura Caldwell all voted in favor of the motion.  Tor Jernudd abstained.  Karen Launceford opposed the motion. 

Randy Johnson then asked to be appointed to the review committee. 

BOBBY HOWE, Coaching Director Report. 

Our Director of Coaching provided written, as well as oral, reports.  First, Bobby provided information on the tryout schedule for U15, U16 and U17 age groups.  Tryouts will be in May.  Photos of recent players will be used, and Meg Grimaldi will follow up on photos for brochures.  Dan Barsher will order t-shirts for tryout attendees.  A coaches Meeting, scheduled for February 18, will address the tryout process. 

A discussion of how we should structure tryouts in the future was raised briefly, with the VP of Membership noting that with an expected increase in the number of teams, it is too early to say how we should move forward.  This issue will be discussed in greater detail in the future. 

Bobby provided the Board with revisions to the job description for the Assistant Director of Coaching, as requested.  Bobby indicated that he had received applications for the position from two qualified individuals, and requested Board approval to offer the position to the candidate he deemed most appropriate for the position.  A brief discussion concerning the job description then commenced, and it was noted that “U10” was not limited to the playing at the U10 age group, but would include players under 10 and age groups under 10. 

Player Rep Jamie Rees then questioned how the position will be funded, and whether the club should place so much of its current emphasis on younger players.  Jamie noted that at the older age groups, the issues were different and typically players wanted to play for P1 teams with good state cup results, and that players may depart the club to play for a higher ranked team, an academy system, or a residency program. Jamie noted that winning state championships brought in quality players. 

Bobby Howe noted that the effort to develop and bring in more players at the younger ages will take time, but should eventually address some of Jamie’s concerns.  The Assistant Coaching Director will focus on the younger ages, freeing more time for Bobby Howe to work with coaches in the club and older age players. 

A motion was made to empower Bobby Howe to offer the assistant director of coaching position to the candidate he deemed most appropriate for the position.  The motion was seconded and carried unanimously. 

Coach Evaluation Criteria. 

Bobby explained to the Board that he has used the “merit pay pool” to create more fairness in payment to existing coaches, and to enable our club to market to coaches and retain existing coaches.  Bobby provided the Board with the written criteria he has used and will continue to use in awarding sums to coaches from the “merit pay pool”.  The criteria were briefly discussed, but the discussion was cut short because of time.  Mark Szabo noted that he had been with the club for some time and had never seen anything like this or received a merit based incentive in his pay.  The Coaching Director stated that every coach within the club has been provided with this information, although it may not have been produced in written form to coaches.  Bobby explained that the written criteria will be utilized and provided in writing to coaches. 

Coach Appointments. 

The Director of Coaching provided the Board with a written report on the coach appointment process.  He described a difficult and long process, and noted that coaches leave clubs because it is a ‘free market’.  He noted that 3 coaches have left the club this year for different reasons, and that a complete list of coaches cannot be presented at this time since we don’t know how many teams we will have.  It was noted that the uncertainty of who is or is not coaching causes rumors to fly, and creates a negative atmosphere. 

Laura Caldwell noted that ECFC should woo our own coaches to ensure we do a better job of retaining them in a free market.  Tor Jernudd indicated that a level of predictability in coaching assignments (ala an academy type system) would also reduce the uncertainty surrounding coaching assignments and coaching changes. 

Bobby Howe then presented a slate of coaching candidates for the Board to approve. The Secretary asked which teams the coaches would be assigned to.  Stefan noted that in the past team assignments were also included in the presentation of the slate. A discussion then ensued.  It was noted that the slate of candidates did not include team assignments to prevent the Board from ‘micromanaging’ the Coaching Director in his coaching assignments.  The Secretary then noted that he had no objections to any of the coaches on the slate, but his concern centered upon PDL rules, which prohibit PDL clubs from hiring coaches from another PDL club to coach at the same age and in the same gender as they were coaching in their former club.  Because of the concern for possible PDL violations (which the Secretary had reason to believe that other PDL clubs would make this an issue), the secretary voiced reservations.  Tor stated that the by-laws are very specific in regard to the Board responsibility vis a vis the coaching slate.  The secretary stated that if the PDL rule is changed, or if the former club does not object (a rule amendment Bobby indicated would be raised with the PDL), the secretary would approve the slate.  Peter Bladin moved to approve the slate of candidates offered by the Coaching Director.  Dan Barsher seconded.  The motion was approved, with Meg Grimaldi and Randy Johnson abstaining. 

Minutes of Board Meeting, Emerald City Football Club

December 10, 2007

Meeting convened at ECFC’s office at Seattle Learning Center at 7:10 p.m.

Present were: Tor Jernudd; Randall Johnson; Bobby Howe; Stefan Cobb; Dan Barsher; Jaime Rees; Karen Launceford; Meg Grimaldi; and Rachel Keyser.  Jason Farrell and Peter Bladin notified the Board they would be unable to attend.    

Also in attendance was Ron White.

As a first order of business, corrections were made to the November 2007 minutes.  The draft minutes were then amended and a motion was made to approve the minutes as amended. The motion was seconded and the November 2007 minutes were approved as amended. 

KAREN LAUNCEFORD, VP of Membership

Submitted a written report.  Karen handled several issues that arose. There were several issues relating to communications between coaches and players and playing time that were addressed.  All issues were handled with no complications or complaints. 

DAN BARSHER, SYSA report 

A BIG thank you to Dan for his work on getting SYSA approval for additional ECFC teams.  Dan requested that a Turkey Shoot discussion be set as an agenda item.  Because of time constraints in this meeting, the Turkey Shoot discussion will be conducted in a future board meeting. 

College Night.  The plan is to schedule additional discussions and meetings and provide more information to players. 

There was a brief discussion on whether the SYSA resolution on additional teams was limited to three teams or “additional teams as warranted by demand.”  Dan clarified that the resolution was for “additional teams” and was not limited in number. 

There was a brief discussion about the upcoming parent meetings.  Each board member should participate with Bobby Howe.  The task is to introduce yourself, Bobby, and to gather comments, praise, and criticism.  Board members were encouraged to promote club volunteerism.  Send an email recap to Bobby and Tor. 

Manager’s Meeting:  There was a managers meeting where Phoebe Russell went over the State Cup schedules and discussed the draws (unofficial) and other issues relating to the state cup.  Our club president also updated the managers with regard to the ECFC calendar of events, tryouts, next year’s schedule, uniform status, and the update to the mission statement.    

TOR JERNUDD, President’s Report:

Tor addressed in outline form an update on uniforms, tryouts, scheduling, and the strategic plan. 

The uniform selection has been well received by the players.  The ECFC President intends to appoint a committee for uniform selection, which shall include Rachel and Jaime as the boys and girls representatives.  Jaime Rees was appointed as Chair and will solicit a list of volunteers for the January Board meeting.  The committee shall remain in effect until a discontinued by the Board. 

Teams are encouraged to attend the Holiday Jamboree. 

Awards night.  Managers were receptive to the idea of having two awards night celebrations, with the second one at the end of the girl’s season.  The awards night is a great time to bring messages to members, but the messages must be brief. 

Tryouts.  As tryouts approach, we need to distribute good materials, handouts, with an ECFC focused message.  The goal is to educate coaches with a message that is consistent and focused.  ECFC needs to articulate the answers to ‘Frequently Asked Questions’ first and be prepared to address in our message. 

Ron White asked about what efforts were being made to get the word of tryouts to U10 coaches. 

Randy indicated a coach oriented plan to alert coaches.  Meg indicated that she would be responsible for a parent oriented communication.  It was agreed that ECFC would include a link on the ECFC website for tryouts. 

Tor reminded each of the directors of the sensitivity of communications, and to avoid miscommunication whenever possible.  Members should be careful in their discussions with others and make sure we are all working toward a common goal of building the organization. 

There was a brief break.

There was a discussion of amending the bylaws to reflect proposed changes to the mission statement.  Changes to the bylaws require advance notification (initially believed to be 14 days but actually 30 days).  The VP of Membership moved that notice be provided that the Board may consider a bylaw amendment, update and/or revision in regard to the club’s Article II “Purposes” and “Mission Statement” at the next regularly scheduled board meeting.  The motion was seconded by Stefan Cob as coaches rep and unanimously approved.  The Board agreed to communicate the proposed changes at the upcoming team meetings to gather feedback and support, and to notify the Board members who were absent from the meeting.     

The discussion then turned to the budget.  The president presented several discussion points to the Board.  Discussion point 1 concerned whether the coaches should set the fees for each team, at the team level, so that fees could vary from team to team depending on the coach.  After discussions of the pros and cons of such a system, and how that system works at other clubs, the Board agreed that the current system of the club (the club setting the fees for all teams) was preferred and would remain in effect. 

Discussion Point 2 was raised by Peter Bladin via email, since he was unable to attend.  Peter raised the idea of having a multiple player (kid) discount for the club.  Tor explained the past history and previous Board discussions, including the reasons why the Board has not offered multiple player discounts in the past.  After discussions, no conclusion was reached and the issue was tabled for future discussions. 

After a presentation by the Coaching Director of his coaching budget request for 2008/2009, and the club’s proposed 2008/2009 budget was offered in written format, there was extensive discussion.  The proposed budget factored in an expansion within the club by 6 teams.  The Coaching Director explained the factors that went into his request, including information on a base level of pay, increases in pay for experience/loyalty to the club, increases in money available for coaching education, and an increase in his request for a “merit pool” which would be used to create more balanced (fairer) salaries within our club and enable ECFC to compete for coaches in the current market.  Over time, this pool may be used to reward coaches for contributions “above and beyond the call of duty.”  The Coaching Director also discussed a change in hiring assistant coaches.  For the U11 and U12 age groups, an experimental program of having 4 coaches for every three teams may be implemented.  

The Coaching Director indicated that not all of the money allocated for coaching education was used from last year’s budget. 

The president then answered a number of questions regarding changes in budget categories from year to year.  Several Board members asked for reassurance that the budget proposals being discussed would be adequate for our Coaching Director in hiring and retaining quality coaches.  Bobby reaffirmed his position, and suggested that the Board fund a budget proposal that included an assistant coaching director position and an increase in the merit pool.  This was reflected on the written materials distributed as “Base Budget with ACD and Extra Merit.” 

Meg Grimaldi then moved, at a minimum, to approve as a budget for 2008/2009, the Base Budget with ACD and Ex