Los Alamos Youth Soccer League

July, 2005 Meeting Minutes

August 1, 2005

Board Members Present: John Erickson, Dean Obermeyer, Paul Langan, Jim TenCate, Amy Lemke, Rich Graham, Wolfgang Runde, Chad Olinger, Joanne Wendelberger

Non-Board Member Present: Lisa Pansoy-Hjelvik (Secretary); Lynn Murrell (Advanced Coach Registrar)

Absent: All Board Members present.

Meeting called to order at 6:33 p.m.

Items added to agenda: No new items were added to the agenda. John Erickson made motion to approve agenda; Karl Hjelvik seconded the motion. Motion carried.

Review and approve 6-28-05 LAYSL Board meeting minutes:

Note: Action items are to be reviewed under new business. (Action items highlighted yellow in these minutes, and tabulated on last page.)

Discussion on meeting minutes.

Section on uniforms: Change ‘edict’ to ‘amendment’. Joann mentioned that 8-9 teams are wearing blue uniforms, so we may want to address the uniform issue in about a year. Joann mentioned that this discussion had come up with coaches, and they were specifically told for this year to wear the blue, so the ‘suggestion’ cannot really be enforced this year.

Other discussion:

· Interaction with ‘Renae’ was very positive. There was some discussion that perhaps the Santa Fe new club DoC is now leaving for NC.

· There was clarification question to ensure interpretation of new rule change on role of District Commission when players want to change teams.

· Several questions still exist with LA County on non-LAYSL teams acquiring fields – still up for discussion.

Paul Langan made motion to approve 6-28-05 LAYSL Board meeting minutes as amended; John Erickson seconded the motion. Motion carried.

Reports

Risk Manager / Vice President:

List must be done for A & B certification. Once list is completed, we need to submit the list to NMYSA to ensure certification. Yellow risk management cards have been received for most coaches. Clarified that A certified coaches from last year do not have to resubmit until next year. Only B certified coaches from last year have to resubmit.

Treasurer:

Balance as of 8/1/05 is $41,564.74 which is an increase of $16,370.29 from last reported balance of $25,194.45. This increase comes from registration fees.

Advanced Team Registrar:

Complete listing of players not available yet ~25 for YTS. Compared with last year there was about 56-60. 12 went to competitive. So about a 19 player decrease from last year.

State last year listed us of 712, but expected that we will not get there until the Spring.

List of recreational numbers provided. Total of 258 signed up for U5, U6, U8, U10, U12, and U14. Additional 8-10 children still showing up. Additional 25 children from YTS brings number to about 410-420 children in both rec (&YTS) and advanced. Need additional clarification on current coach numbers.

Recreational Coordinator:

Coach meeting date is being worked now with Shelley Hadlock (Recreational Registrar). 1^st game is September 10, and practice starts two weeks before (8/29). Coaches meeting should be week before practice so this means coaches meeting should be on or before 8/21.

Some question with LAYSL Board on how to schedule 1 U14 team. There was discussion on whether or not we could schedule games with NNMSL (Northern New Mexico Soccer League). Additional discussion was on whether or not we could combine YTS players with competitive or recreational teams, but there are issues with this as well. NNMSL has on web page an invite to teams to be part of their scheduling, but it would cost $300. Dean will contact Renae to see if there could be an inter-league play schedule for recreational (YTS) play. Based on current numbers, possibly the age 10-12 year olds (36 children for 3 teams) can be combined to make a U12+ team. Risk Manager to determine if this can be done. Additional info. on this subject will be discussed under New Business.

Advanced Team Coordinator Report:

The sanction was approved for the Blast-Off Tournament. Minimal publicity to date and 25 teams so far have submitted applications. Some age groups need more teams so this has to be pursued. All of our competitive teams have entered. Application deadline was today and probably should be extended.

Information from LA Community Development organization still has not been received to assist on this tournament with respect to restaurants, services, etc. Last year’s hotel information was left on the web page since no additional information was given to Joann.

Jiri Kubicek mentioned that he’d be willing to coach U17/U18 next Spring ’06. There was some discussion on school coaches (such as a high school soccer coach) coaching a team whose members may be on the roster of the coach’s school teams. This is a NMAA violation. There was also some question on the application of these NMAA rules, like with C-team, or Varsity, etc.

Referee Coordinator:

There was discussion among Board members on most preferable date to hold the referee clinic. 8/20 looks like a good date, and there is a training alternative in Albuquerque. Good news is that there are new referee trainers that will help with some of the future courses. Joe Fawcett and Chad Olinger will join Bob Walker and Kim Thomas as referee trainers. A minimum of 12 attendees are needed to hold the clinic.

Equipment Coordinator:

Twenty-four sandbags have been purchased. Goal bags have also been purchased to make it easier to carry goals. Gerardo Ortiz asked for 6 over the net goals, and three were purchased, because there was some concern on the use of these. The over the net goals are useful for skill sessions because it provides options for coaches to teach skills. Dean asked about tracking its usage to provide information on their use, just in case someone wants additional sets.

Training / Field Coordinator:

There was a field-user assignment meeting held by LA County. Non-LAYSL representatives from other soccer clubs were not present. Us soccer folks already have to compete with other organizations, such as Endeavor Dogs, Aeronautics, etc. Subsequent to this meeting, Northern Soccer Club made some requests, and negotiations on these requests are still ongoing. There was some discussion among LAYSL board members on the state and availability other LA soccer fields.

Planning for a local Youth Modules has not yet occurred.

Publicity / Website Coordinator:

Communications with Library is still ongoing. WE did miss a Library deadline to request space so we are in the lottery for space.

Left-hand side of LAYSL web page is current – updating the rest is ongoing. Request made to Board Members that if something needs to be revised, please let him know.

Newsletter format is ready to go. The newsletter should be mailed during the 1^st week of September, so Board Members need to start thinking about contributions to make it a very positive information source for members, and ensure that we get articles written and to the webmaster so that this can happen. A goal would be to get Rec. schedules into this bulletin, as well as information on risk management, first aid, snacks during games, etc. making it a very important source of information for parents. In addition, new parents would especially appreciate info on training activities. Information on coaches and associated team information should also be available.

Old Business

None reported.

New business

Action items:

Risk manager will make available NMYSA risk management information by the 8/17 coaches meeting.

Amy will provide info sheet, questions, on equipment, etc., and how game is played with age group exceptions for the coaches meeting.

Karl and Joann to schedule advanced coaching meeting.

Ron Blue to be approached on attending the Rec. coaches meeting.

John Erickson mentioned that at the LA County field scheduling meeting, volunteers use work credits. If we charged to use the fields, this would cost us about $20,000 per year which is suppose to be fulfilled by about 10 hrs. per person of volunteer time. On a regular basis, we are not really out there, so come Spring time Ray Duran is going to approach us with providing 2000 hours of volunteer work for the ‘free’ use of the fields and he’ll tell us what we have to do.

Blast-Off Tournament:

August 15 is new extended deadline, which hopefully provides enough time to inform teams of their playing bracket before the tournament. Some discussion ensured on the number of referees needed per game. For U12+, it is very difficult to referee with less than 3 officials.

Discussion on awards supply: 1-3 place medals for all teams would cost about $540. Treasurer mentioned that it is acceptable to proceed with this expense. For pins for all players, current supply is probably not sufficient. To purchase addition, the cost is $0.60/piece for 1000. Permission for this expense was also provided.

There was some discussion among Board members on using T-shirt sales as a source of income. We’ll see what we can come up with on this issue. It is good publicity if we can offer T-shirts.

Discussion on concession stands: historically, teams sometimes ran the concessions stands when all 4 fields at Overlook were operating. A commercial vendor must have a permit, and a volunteer group should have a permit as well. Incentives will be provided to folks who volunteer to work a concession as a source of income for team. This was acceptable with Board members. House of Soccer are to be invited; Karl will contact them. John Erickson will contact the Coffee House. No decisions yet on professional vendors to provide food in lieu of LAYSL providing volunteers for food concessions.

Better communications concerning hotel availability needs to occur, i.e., last year hotels who provided blocked rooms did not call back teams who left messages.

Refs to be paid $20 per game. There was some discussion on what was paid to referees last year – approximately $15/game for the first two games, then $20 for the third game, which is a nice incentive for teenagers to referee several games. Karl will confirm what was done last year.

Other To Do items for the tournament:

· Field marshals – also provided incentive.

· Score boards

· Field tents – to be provided by LANB as requested.

· Lining fields – preferable to use experienced folks which makes the job be completed a lot more efficiently.

· Portable toilets.

· Water bottles for referees.

· First aid – coaches are responsible for their own teams on minor first aid issues. Hospital information to be provided in tournament info. Package.

· Communications – to occur via cell phones.

· Rain and bad weather – which we need to be ready for. One of the field marshall’s duty is to get people off the field.

· Corner flags – there are several in White Rock lockers. Keys are at the Valentine’s house; inventory of flags probably a good idea. Inventory of corners flags is a good task for a volunteer.

· Need good quality soccer balls – home team must provide the good quality soccer ball. In the past game balls have been supplied, which was nice, but each team is required to supply these.

Fall season preparations:

Question arose on what are we going to do with the YTS. We need to talk to Renae; there is a request for 1 field for NNMSL, and in the spirit of cooperation, presumably our YTS children should be able to participate in the YTS activities. Dean to ask Renae about this; John asked that Dean inquire about what they are going to do.

Registrars need to know within the next week for planning purposes.

There was some discussion on the origins of the LAYSL YTS program and the difference between YTS and recreational. More skill developmental is emphasized in YTS to prepare players to move into competitive teams. There was some inquiry on simply combining YTS with recreational. It has always has been a challenge to keep U8+ teams happy with level of play in rec. league. Discussions with Renae should provide LAYSL guidance on how to manage the YTS numbers. Decision must be made fairly soon, and then Dean will send info by e-mail so we can make a decision and contact parents as needed.

Calendar review:

Please get any calendar items to Jim Tencate as soon as possible.

Meeting adjournment:

Motion made by Paul Langan to adjourn the meeting. John Erickson seconded the motion. Motion carried. Meeting adjourned at 8:40 p.m.

Submitted by,

Lisa Pansoy-Hjelvik

Attachment: Action Item List

LAYSL Board Members

Action Items

Action Item	Responsible Person	Date Created	Date Closed	Comments / Summary
Copies of NMYSA handbook available for all coaches.	Wolfgang Runde	6/28/05		Handbook to be provided by the 8/17/05 rec. coaches meeting.
Possible invitations to NNMSL and NMYSA presidents to speak to LAYSL Board about programs/interactions.	Dean Obermeyer	6/28/05		Discussion with Renae to include YTS play. She will be invited to the 8/05 LAYSL Board meeting; Jim Tilly of NMYSA will be invited for the 10/05 meeting.
Webmaster to critically review current web page and update information.	Jim Tencate	6/28/05		In process
House of Soccer are to be invited; Karl will contact them.	Karl Hjelvik	8/1/05
John Erickson will contact the Coffee House.	John Erickson	8/1/05
Amy will provide info sheet, questions, on equipment, etc., and how game is played with age group exceptions for the coaches meeting.	Amy Lemke	8/1/05
Karl and Joanne to schedule advanced coaching meeting.	Karl Hjelvik & Joanne Wendelberger	8/1/05
Ron Blue to be approached on attending the Rec. coaches meeting.	Karl Hjelvik	8/1/05
Question on whether YTS/Rec. Registrar has made arrangements for overflow mail while registrar is not available through 7/15/05.	Dean Obermeyer	6/28/05	8/1/05	ITEM CLOSED – see 8/1/05 meeting minutes.
Question among on whether or not equipment coordinator was going to purchase sandbags to secure goals or follow-up on another way to secure goals.	Paul Langan	6/28/05	8/1/05	ITEM CLOSED – see 8/1/05 meeting minutes. .
Issue of already scheduled soccer fields to non-LAYSL teams brought up at next Park’s and Recreation Meeting.	John Erickson	6/28/05	8/1/05	ITEM CLOSED – see 8/1/05 meeting minutes.
Need follow-up on fields to ensure they are available for Blast-Off Tournament.	John Erickson	6/28/05	8/1/05	ITEM CLOSED – see 8/1/05 meeting minutes.