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TOPIC/ISSUE |
REPORT/MOTION |
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ACTION TO BE TAKEN |
RESPONSIBLE PARTY |
Members Comments |
None |
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Approval of Minutes |
August 3, 2002 minutes approved as written. Motion made to accept the minutes as written. |
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REPORTS |
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Guest Speaker |
Manny introduced Alex Para, President US Futsal. Alex gave the BOD a brief history of Futsal. He discussed how Futsal is safer than indoor soccer and also the benefits the youth players receive from the game. Alex also discussed the memorandum of understanding between Futsal and USYS. |
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Futsal Cost |
Alex gave an overview of cost to register players through Futsal. Youth: $5, Amateur: $10. These fees are distributed between insurance, USSF and Futsal Federation. |
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President |
Dr. Roth discussed the several options that Tennessee Soccer might utilize in the future concerning Indoor Soccer. Futsal soccer seems to be a safer sport due to the lack of walls. He discussed possibility of having separate registration for Indoor Soccer. |
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Ken Underwood/Ken Bernhardt to create a draft of how TS will handle indoor soccer events. The BOD also needs to think of options for Futsal. |
Underwood
Bernhardt |
Treasurer |
None |
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Love
Pulliam |
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The FY2003-2004 Budget was presented |
Dr. Roth Stated that he was pleased with the way the State Office handled the Budget. Manny gave Katie the credit for compiling all the information and preparing the proposed budget. |
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Dr. Roth discussed the projected fee increase by USYS and USSF noted in the budget. The budget should show a $3.00 expense on player registration. |
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Dr. Roth discussed the need to raise the affiliation fee from $100 to $$200 in the future to help fund the new format of the AGM/Workshops. We need to expand the meeting to one and a half days. TS will pay for the Presidents or designees lodging, Awards Luncheon and continental breakfast.
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Travel Permits |
In the future travel permits will become a notification rather than a permit. TS would need to have the capability to receive electronic payments. Manny stated that we already have this capability through Active.com. We are all ready utilizing this service for the TS Academy. |
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Katie find out what amount do we receive in late fees for future budget planning. |
Pulliam |
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Directors Cup |
Underwood discussed the concerns about the Directors Cup. What are the expectations of Tennessee Soccer. How much should be budgeted for the event. Projected cost for referees, staff travel and to the event. |
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Manny to call USYS to see what are our obligations and what expenses are we going to incur. |
Sanchez |
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Referee Fee Increase |
Baer stated that referee fees should be increased to get the best referees to work the National Cup, Directors Cup and other higher-level events. Dr. Roth told Al to prepare a proposal in writing. |
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Baer to prepare proposal to submit to BOD. |
Baer |
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Referee Monthly reports will be sent to SRA by the 15th of each month. Brenda should list the schedule of courses on her monthly report to the SRA. Baer to work on template. |
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Pulliam to send each month a financial report to the SRA by the 15th of each month. Brooks will send a monthly report to the SRA after a template is created. Baer should develop a template of what information he wants monthly and submit to Brooks for her monthly reports. Dr. Roth should be copied on the template. |
Pulliam
Brooks
Baer |
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Baer made a motion to accept the budget. Harmon second. |
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Executive Director |
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New member associations presented for approval:
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Hatchie River Area Youth Soccer-Class A
Clarksville Soccer Association-Class A Tri-Cities Force Soccer Club-Class A
Wayne County Soccer Association-Class A
Super League America-Class A, Adult
Liga Mexicana De Futbol Murfreesboro-Class A,Adult
Liga Hispana De Futbol America Unidas Class A,Adult
Motion was made to accept the new members |
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To-Date Registration Report: 1/28/02 |
Youth Division 1: 1,540
Youth Division 2: 2,979
Youth Division 3: 3,929
Youth Division 4: 25,288
Adults: 2,2655
Total Players: 36,661 |
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Report to be provided at each BOD meeting. |
Sanchez
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Financials 02-03 through 12/31/02 |
Discussed the current financial balance sheet. |
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Tennessee Soccer AGM/Workshop |
Discussed the activities and the logistics of the 2003 AGM. The new format is in place and ready. We have one more vendor this year than last. We have already outgrown this venue. We could have had at least four more vendors, but no more room available. This year all attendees will be given credentials. Approximately 55% of Presidents or designee have pre-registered |
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State Office Update |
Sanchez gave a brief update on the situation with the deed of the building. TS has hired an attorney in Chattanooga that is working on getting our deed corrected. The easement given to the developer is only half the size that originally thought. Sanchez will keep the BOD abreast of the situation. We will ask that Michael Sharp reimburse all expenses incurred from this situation. He is the attorney that did the paper work during the closing. |
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TS Golf Tournament |
Discussed the Golf Tournament that will be held on Monday April 21, 2003 at Windstone Golf Course, Chattanooga, TN. Manny was able to secure sponsorship form Murmaid Mattress as a Title Sponsor for the tournament. This years event will be called the 3rd Annual Murmaid Mattress Golf Classic. We will also give a chance for three individuals to swing for $1,000,000. |
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All BOD members and Staff to promote event throughout the State. They are also encouraged to be part of this event. |
BOD
Office Staff |
Coaching Schools |
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Coaching School |
Blair gave a brief overview of the program. We are looking for a new Coaching Coordinator for the Western District. Blair also stated that he is currently working on getting the SCS staff on the same page teaching the same material.
Dr. Roth discussed the need to post on the web when the free courses are being held. |
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Blair to prepare the calendar keeping in mind that we should be holding our free courses before the spring and fall season begin. Late August and Late February.
TS should also be working on trying to secure facilities in advance for a minimum of two years. |
Blair |
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TS Academy |
Pastor gave a brief overview of the TS Academy. We will be doing six weeks of camps during the summer. These Academies will be held in Chattanooga, Crossville, Columbia, Gallatin, Smyrna, and Knoxville. |
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ODP |
Blair gave a brief overview of the TS ODP Program. He discussed the new process being utilize this year to identify players. The feedback has been good on the new format. |
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SRA |
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Certification
(Numbers Cumulative for Current Fiscal Year) |
# Grade 8 Referees: 1288
# Grade 7 Referees: 32
# Grade 6 Referees: 15
# Grade 5 Referees: 6
# Assignors: 43
# Assessors: 16
# Instructors: 29 |
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Report to be provided at each BOD meeting. |
Baer
Brenda |
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Presented a brief overview of the Overall Referee Program. Baer also discussed and gave a brief overview of the proposed new referee instruction of referees as passed down from USSF. |
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Baer and referee council to write draft a letter to send out to referees stating what changes will be made to the referee instruction program. |
Baer
Referee Council |
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OLD BUSINESS |
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Fee Structure/Insurance Parameters Proposal |
Sanchez stated that the committee needs more time to investigate this further.
Tabled to next BOD meeting. |
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The committee Fernandez, Grimes and Sanchez will prepare a draft proposal for the next BOD meeting. |
Sanchez
Fernandez
Grimes |
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Sanctioning of Leagues |
Deferred to the next BOD meeting |
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Underwood working on proposal for the next BOD meeting. |
Underwood |
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Referee Manager Position |
Baer to work on proposal. Deferred to the next BOD meeting. |
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Baer to prepare proposal to the next meeting. |
Baer
Referee Council |
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Division 2 & 3 Girls State Tournament |
Underwood discussed why the two tournaments are being held together. He also stated that we still have not secured a site for the event. The BOD also discussed the possibility to split the event into two complexes. |
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Regional playoffs will be held as follows:
Region 1: Mike Rose Complex, Memphis
Region 2: Cleveland Soccer Association, Cleveland
Region 3: Us Cellular, Knoxville |
Snyder
Grimes
Lawson |
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Benefits to the Membership |
Sanchez went over the power point presentation that he prepared for the AGM meeting. Redshaw suggested that he include discipline monitoring and player cards to the list of benefits. The BOD felt that it was a good comprehensive and detailed list of benefits. |
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Bernhardt to prepare a survey for the web site to receive feedback about the AGM concentrating on customer service. |
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Mike Rose National Cup Contract |
Sanchez gave a brief synopsis of the contract and stated that they had waived the team fees. Dr. Roth asked Snyder what are the benefits to the local Member Associations. Snyder said that they are all happy with the situation. The BOD told Sanchez to execute the contract. |
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Sanchez to sign the contract and mail to Mike Rose. |
Sanchez |
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Membership Questionnaire/Survey |
Sanchez Stated that he only received questions from Baer and Redshaw. Bernhardt passed out a questionnaire during the meeting for review. The BOD discussed the need for focused surveys.
We should also prepare a web site survey for each event TS does. Bernhardt to work with office staff to prepare a survey dealing with customer service.
All program areas should have a survey to receive feedback. |
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Bernhardt to prepare a survey for the web site (4 or 5 questions) to receive feedback about the AGM concentrating on customer service. |
Bernhardt |
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Recruitment Policy (Conduct and Discipline) |
Blair gave a brief overview of the proposal Recruitment Policy that he prepared. He got most of the information from the Policy Florida all ready has in place. Dr. Roth stated that he intends to create a committee from the membership to create a draft policy to implement. He will discuss this with the membership during the Presidents meeting. This policy needs to be implemented because we continue to have a rise in complaints being submitted. |
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Each District Director is tasked to submit a name for the Recruitment Policy Committee. Blair will serve as the Chair of the committee. |
District Directors
Roth
Blair |
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Indoor Committee Composition |
Dr. Roth stated that he would address this issue during the Presidents/Coaches meeting at the AGM. Deferred to the next BOD Meeting. |
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Dr. Roth to discuss during the Presidents Meeting. |
Roth
Underwood |
Meeting Adjourn 11:30 PM |
BOD will reconvene at 8:30 AM on Sunday, March 2, 2003. |
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BOD Meeting Reconvened
8:30 AM 3/2/03 |
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NEW BUSINESS |
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Future BOD Meetings |
Dr. Roth discussed possible dates/sites for BOD meetings with in the new format. BOD agreed that two BOD meetings are enough.
May-Executive
August- BOD
November-Executive
March-BOD |
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Dr. Roth will look to see what USYS and USSF schedule looks like and then send e-mail with dates to BOD. The BOD should respond to e-mail with availability. |
Roth |
AGM/Workshop Format |
Dr. Roth asked to BOD their feelings of the new AGM format. Overall the BOD received positive feedback about the new format. One comment was that their was too much material to cover. Main meeting should be extended to 1.5 days. Snyder suggested that maybe there should be a BOD or staff member present during the District meetings. The District meeting should be extended to one hour after the awards luncheon. Vendor set-up should be better. Next year add more value to the meeting by paying for two nights lodging, Awards Luncheon and Continental Breakfast. |
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Sanchez to look for a new location in the Central or Middle District. He should attempt to sign a two-year deal. The event should be held in the last week of February or first weekend in March.
Look to include flyer/letter with re-affiliation packets detailing what TS will pay for the Presidents and the date and location of next years AGM |
Sanchez
Sanchez
Johnston |
Premier State League |
Underwood explained that there are several leagues Utilizing the Premier League verbiage. One is the Region III League. TS is working on a State wide League for Division I teams. Dr. Roth discussed the need to bring in coaches from each District. This meeting should be held in the Nashville area. TS would pay for one nights lodging of the representatives select to represent each District. |
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Underwood will serve as the facilitator for the coaches meeting.
Will look at schedule and set-up meeting date. |
Underwood |
Referee-SRA Summit |
The BOD discussed the decision not to re-appoint Al Baer as SRA. Dr. Roth and the BOD discussed possible candidates for interim SRA. Several names were discussed. The BOD decided to appoint Mike Candebat as the interim SRA. Dr. Roth plans to hold a Referee Summit to address the referee issues and get feedback from different referees to get the program going in the right direction. |
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The District Directors are task to submit 10 names from their District to Dr. Roth and Candebat. We want a diverse representation in the group.
Sanchez to setup conference call Dr. Roth, Snyder, Candebat and Sanchez.
Referee Summit will be held in Nashville on April 5-6. Dr. Roth will serve as the facilitator. |
District Directors
Sanchez
Dr. Roth |
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Web Posting |
Dr. Roth discussed what items should be posted on the web.
- Recruitment Policy (Ability to give comments)
- Div. 4 Guest Player Policy (one page)
- State Structure Presentation
- Implementation of Small Sided games (included player numbers for 2003-2004/2004-2005 years)
- U8 Player Travel Policy
- Futsal Presentation/Article and link to web site
- Field Development (Les McPherson) Information
- Questionnaire about the AGM/Workshop
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Pastor to upload all the information on to the web site.
Questionnaire will be completed by Bernhardt and submitted to TS Office for posting on web.
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Pastor
Bernhardt |
Policy 24 Proposal Waivers |
The BOD discussed the proposal submitted by Blair to charge a fee for waivers submitted for coaching schools. The BOD decided that Blair should create a template with the criteria required to receive a waiver from one course to the next. Included should be a policy that no waivers will be reviewed if submitted less than 30 days from date of course. The BOD felt that at this time no fee should be instituted. Proposal to be deferred back to Blair and re-submit to BOD electronically. |
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Blair to create template with the criteria and submit to the BOD via e-mail for approval |
Blair |
Process for Submitting Proposals |
Dr. Roth discussed the process for submitting Policy changes and proposals. These proposals need to be received by the office no later than 30 days prior to the BOD Meeting. The BOD should receive from the meeting package no later than 10 days prior to the BOD meeting. If items do not meet these guidelines they will not be discussed during the meeting. |
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Policy 6 Proposed Changes |
Dr. Roth discussed the rational for making the changes to Policy 6 Budget and Finances. Going to a per-diem rate. This new format will simplify the process and cut down on the documentation required. BOD and Staff must attend official events that supply meals.
Motion by Fernandez to accept the proposed Policy once the percentages are added.
Harmon Second. |
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