McCracken County Youth Soccer Association

The McCracken County Youth Soccer Association Board met at 7:00 pm, Thursday April 15 at Lone Oak United Methodist Church. The following were present:

Board Members: Mark Davis, Elaine Stevens, Greg Holtgrewe, Shannon Andrews, Lisa Oetjen

Guests: Scott Kirkpatrick, David Althouse, Shaun DeMint

Mark Davis called the meeting to order at 7:15 pm and established a quorum.

Minutes

The minutes of the March 3, 2005 meeting were distributed and available in hard copy format at the meeting. A motion by Elaine Stevens was made to approve the minutes as written. Greg Holtgrewe seconded the motion, which passed unanimously.

MCYSA Photo Day

Frank Harrison, owner of Timepiece Photography contacted Mark Davis and Lisa Oetjen regarding having a photo day for the league. Shaun DeMint, a representative from Timepiece Photography presented the board with folders containing product listings and pricing from Timepiece. Mr. DeMint stated that MCYSA would receive 10% (ten percent) commission on all gross sales. The photographs, action shots and team pictures, will be posted on their website for thirty days in order for parents and coaches to view prior to ordering. Mr. DeMint stated that Timepiece wishes to do individual actions shots and team pictures, but on different days to make scheduling easier. With team pictures, coaches receive a 5 x 7 from Timepiece. Mr. Harrison has asked that Timepiece become the Exclusive photographer for MCYSA and no other professional photographers be present during the photography shoots. There is no charge to the league and they do carry liability insurance. Mark Davis asked for board members feedback on the proposal. Lisa Oetjen stated that several years ago MCYSA did have a league photographer, but the business closed and the owner left the area. Mrs. Oetjen also stated no other photography business had contacted the league. Mark Davis asked Mr. DeMint about not being able to guarantee an amount sold, Mr. DeMint stated this is not a problem or concern. Lisa Oetjen made a motion to use Timepiece as the league photographer. Shannon Andrews seconded the motion, which passed unanimously. The date of May 14 was established with a rainout date of May 21. Mrs. Oetjen is to contact Mr. Harrison with the schedules and telephone numbers of coaches in order to schedule team pictures.

Registration Concern

Shannon Andrews presented with a concern from David Althouse. Mr. Althouse’s son is not currently registered on a team. Mr. Althouse stated the registration form was mailed with payment, however the check has not cleared the bank and he wishes the issue resolved. Elaine Stevens stated there were several registrations that had not been received due to a problem with the post office this season. Mr. Andrews suggested two options: 1. Larger rosters in the U-8 division and 2. One more players on the field making the count 7 v 7. Mr. Andrews stated he feels this is the most appropriate way to alleviate the problem. Scott Kirkpatrick, a U-8 coach, volunteered to take the child on his team, both parents were in agreement with this. Mrs. Stevens asked to parents to pay the registration fee and a check was written and given to MCYSA. Mr. Andrews made a motion to increase player size in the U-8 division to 7 v 7 if both coaches are in agreement and one or both teams’ carries a roster of 13 players. Mark Davis seconded the motion, which passed unanimously. Mrs. Stevens will notify the referees and coaches of the rule changes.

MLS Camp

Sean Walsh reported that camp has been slated for June. Mr. Walsh also reported we still do not have a coordinator and he has been working on the camp. Brittany Andrews has expressed an interest in being the coordinator if MCYSA would still offer compensation. Mark Davis will contact Sean Walsh with the details and will email the board with a response. Greg Holtgrewe asked if housing had been found for the MLS coaches, Mr. Walsh responded no housing arrangements at this time. Mr. Walsh is still looking for housing arrangements.

Mowing Proposal

Mark Davis talked with McCracken County Road Department regarding the mowing of the outer areas of the complex. Mr. Davis has not been given a clear answer if the county is going to help. Mr. Davis suggested Greg & Elaine Stevens mow the entire complex to make it look better for the league. The Stevens’ old charge was $300.00, and they just mowed last week – 10 hours total, just mowing. Mrs. Stevens stated there is a possible 3-hour trimming time. The Stevens’ feel $450.00 per month would be a sufficient rate. Greg Holtgrewe made a motion to accept the bid and Lisa Oetjen seconded the motion, which passed unanimously. The new pay scale will begin with April and go throughout the season.

Lining Fields

Mark Davis questioned how the fields are lined each week. Elaine Stevens and Sean Walsh alternate weekends lining. Mr. Davis stated he felt that was adequate and we had full coverage.

Building Proposal

Tabled until later date due to too many issues to address. Shannon Andrews motioned to table until the June meeting; Lisa Oetjen seconded the motion, which passed unanimously. This item will go to the top of the agenda at the June meeting.

Illinois Coordinator

Elaine Stevens reported two persons interested in the Illinois Coordinator position had contacted her. Kevin MacDonald, he does not have any children in the league, but wants to help out in Illinois in order to keep the program up and running. Brett Green is a U-8 coach from Illinois that has also volunteered for the position. Mrs. Stevens suggested having two coordinators to alleviate much of the work on one person. Mr. MacDonald has already begun working on the fall registration for Illinois, and has expressed an interest in getting more parental involvement. He has spoken with Jackie Lange, former Illinois Coordinator, and is fully aware of the responsibilities. Mark Davis motioned to accept both men for the position and Shannon Andrews seconded the motion, which passed unanimously. Elaine Stevens will let both know the board voted to accept them onto the board.

Opening Day Soccer Festivities

Mark Davis reported Kelly Davis is still working on the festival. There will be four stations for the children to visit: Tattoo, face painting, Inflatable slide, and Beat the Keeper soccer kick. The idea of having a Dunking booth was tabled due to being unsure about the weather. The festival will be from 10:00 am until 2:00 pm. Mark Davis requested $100.00 from petty cash for change at the entrance table. The cost is $3.00 per child and they have unlimited access to each activity. Total investments to date are: $420.00 slide rental and $82.25 tattoos, erasers, and candy. Mark Davis requested approval from the board to obtain a check from MCYSA for the slide expense. Back Yard Burgers will be at the complex to set up at 9:00 am. Mr. Davis stated we are in need of one more canopies if anyone knows of an available one. Elaine Stevens stated she would check to see if she could get one from a private individual. Mr. Davis stated the board would discuss the results of the festivities at the May meeting.

Summer Field Repair Bids

Mark Davis stated is has been approximately three years since major repairs have been done on the complex fields. Mr. Davis has been working with past president Jack Butler on contacting people who have done field repairs in the past. Mr. Davis requested the board go ahead and approve a bid he has received and not wait until the May meeting due to the time frame we are up against. Mr. Davis stated the cost would range from $10,000.00 to $15,000.00. Shannon Andrews expressed concerns with spending $15,000.00, and suggested trying to lay out fields on different grids and possibly using the larger field with two small fields running perpendicular. Mr. Davis suggested putting a $15,000.00 cap on the bids and possibly breaking up the areas needing repairs into small sections for bidding. Shannon Andrews motioned for a bid cap of $15,000.00 and Elaine Stevens seconded the motion, which passed unanimously.

Noble Park Goals

Greg Holtgrewe stated the Noble Park goals are missing. The Parks Department stated they did not know where the goals were when Mr. Holtgrewe called about them. Mr. Holtgrewe found that the Upward Soccer Program had taken the goals to another practice location. Mr. Holtgrewe spoke with the representative of the Upward program who told him he was given permission to move the goals. It is unclear who gave the permission to move the goals. Lone Oak First Baptist Church Upward Soccer Program purchased two goals to replace the goals that were moved. Mr. Holtgrewe asked about purchasing new goals for practice areas and Mark Davis suggested getting through the Spring season with the goals MCYSA currently has and working on possibly getting new goals in the summer.

Rain Out Procedure

Shannon Andrews presented a “Rain Out Policy” to the board. (Copy available on the website) Lisa Oetjen motioned to accept the policy as written and Elaine Stevens seconded to motion, which passed unanimously.

May Soccer Forum

Shannon Andrews handed out a proposal to all board members present for a May Soccer Forum instead of a regular board meeting. The date proposed is May 12, 2005 at 7:00 pm in Crounse Hall at WKCTC (formerly PCC). There will be an executive board meeting at 6:00 pm and the meeting will be open to the public at 7:00 pm. The board agreed this was an excellent idea and the idea passed unanimously.

There being no further business, the meting was adjourned at 9:40 pm. The next monthly meeting is scheduled for 6:00 pm, Thursday May 12, 2004 at Crounse Hall at WKCTC.