August 8, 2007 TASL MEETING MINUTES The regularly scheduled TASL meeting was held on August 8, 2007 with the following in attendance: Dorothy Morgan, Teresa Phillips, Rebecca Dearborn, Nan Beck, Ron Wood and Larry Hefflefinger (PSC), Ray Franklin (WBSC), Dave Dearborn (NUSC), Milt Cummings (SSC), Tyge Gibson (AYSO), Don Leverone (CSL), Karen Stevens (NYSL), Michelle Byers (CLSC), Mike Marston (SYAA), and visitor, Tim Moore from PSC. President Dorothy Morgan called the meeting to order at 7:35pm, welcoming everyone in attendance. She asked that everyone introduce themselves and name their club affiliation. Sets of meeting minutes were passed out and were reviewed by Karen Stevens in the following way: March meeting minutes were approved at the May meeting. Copies were passed out with corrections made. April meeting minutes were approved at the June meeting. Copies were passed out with corrections made. May meeting minutes were read by Karen. Dorothy asked for a motion to approve with corrections noted. Teresa Phillips made the motion and Ray Franklin seconded it. The motion carried. June meeting minutes were approved at the July meeting. July meeting minutes were read by Karen. Dorothy asked for a motion to approve with the corrections noted. Teresa Phillips made the motion and Dave Dearborn seconded it. The motion carried. Dorothy then turned the meeting over to Becky Dearborn, Treasurer. Becky stated she had sent out the report prior to the meeting for all to see and address questions to her. Dorothy asked if there were any questions. Don Leverone recommended that the due date for fees be aligned with the TASL meeting dates. There was then discussion concerning the fees collected from spring dues that did not match teams playing. This could be a result of the missing check originally sent in by Chesapeake United but Becky stated she will research the discrepancy and be prepared to give the information at the next meeting. Dorothy stated that TASL needs to approve a fall budget. She explained that TASL has obtained an accountant, Jim Kinlaw to file some additional forms to make sure TASL is in compliance and up to date in all areas. He has recommended that TASL get a post office box to have a centralized location for collecting fees and receiving important documents. The cost of having a post office box was estimated to be about $30-$39 per year. This would not affect the fall budget because the budget can be amended at any time. However, it was pointed out that the TASL by-laws should state an amendable amount so all changes to the budget do not have to be approved. The following changes to the budget were addresses: The amount for the professional accountant increase $200, going from $500 to $700. Website hosting increased to $1200. The schedule software is now $2325. It was pointed out that the ending balance was in line with other seasons. Bottom line is that the revenue reflects a neutral budget. Karen Stevens questioned the fact that the income should increase as the number of teams increase. Dave Dearborn responded by clarifying that the league fees were adjusted so that the increase in team numbers should balance this increase. Karen then pointed out that the $3000 scheduling fee was not in the fall budget. Becky responded that $3000 is for the year; therefore, it equates to $1500 per season. Larry Hefflefinger questioned the meaning of a scheduling fee since he was confused, thinking it was referring to an assignor for games. Becky explained that it was for Teresa Phillips who does all the scheduling for TASL. Karen then stated that the budget was shown to be a negative one. Larry questioned approving a negative budget? Becky explained it was all about bringing down the surplus. Becky explained that the budget is a guide and that you may have windfall one year and not the next. You are dealing with assumptions from past seasons. However, the overall goal now is to spend down the surplus. Dorothy pointed out that TASL had hired a professional accountant and we were getting lots more than what we are paying for with all the phone calls and emails she has had with him. She suggested having a special meeting to invite Mr. Kinlaw so he could present to the Board his recommendations and he would also be able to answer any questions. Dorothy stated that Becky had presented an amended budget based on questions and issues addressed at the July meeting. She presented two options related to approving the budget: (1) Adopt the budget as Becky has presented it now and make amendments to it at a later date, if necessary. (2) Plan a special meeting to discuss further any issues concerning the budget as presented. Dorothy asked for a motion to accept the budget as presented. Ray made the motion by and Don Leverone seconded the motion. All agreed so the motion carried. Dorothy restated that the budget was approved but was open for amendments. She asked that if anyone had any issues or concerns about the budget, please send them to Becky at least a week ahead of the next meeting so she would be prepared to address them. It was announced that W9 forms were needed from the following clubs, PSC, Carolina Lightning, and WBSC since they pay their referees fees directly to them. Forms were then passed out. Dorothy stated that Mr. Kinlaw was impressed with two primary observations: -how we set TASL up -that the President does not have the power to determine how money is spent but must be approved by members instead Dorothy commented on the Competition Meeting that had been held on July 31st. She stated that she had asked Nan Beck, Secretary to take minutes at the meeting to be used as a safeguard and reference for further use. She stressed that this should be a working document for the entire season. Dave suggested that an addendum for those waivers that came in after meeting be added to the minutes. Don suggested the waivers be put on a spreadsheet for easier reading. Dorothy asked Don to do that. Dorothy showed everyone the plaque that was to be presented to Kevin Fleming and Cambridge College. Due to a conflict, Kevin could not be at the meeting to receive the plaque so the presentation was postponed until next month's meeting. Dorothy announced that TASL had made a donation to the American Cancer Society in memory of Nan's mother, Irene Chrisco. She read the thank you note that TASL had received from Nan. Karen suggested the need for follow up on the action items listed by Dorothy before the next meeting. Becky needs referee information including a list of referees and their assignor. She also said that TASL needed to come up with an agreed format for paying referees. Mike Marston volunteered to design a format for that. Dorothy reminded everyone that Bob Roth, webmaster needs pictures from all clubs. It was suggested each club send him three pictures and he will rotate these on the website. To date, only one club has sent in pictures. Dorothy also told everyone that the website had been completely updated and information would be added as needed. She encouraged all that it needed to be utilized and also informed all that Bob was tracking hits. Dorothy announced that the accountant made her aware that she needs club addresses, telephone numbers and email addresses from each club representative and their club president. Dorothy brought up the discussion of the use of proxies. She asked how or if proxies should be used if a club rep could not make a TASL meeting. The reason would be to ensure there were enough votes or proxies to carry a vote at a meeting. Dorothy suggested that one member from a club could vote for another club if the member from another club is given their proxy. This would mean contacting Dorothy or Nan prior to the meeting. It was stressed that the voting member could have a proxy but it must be given to another voting TASL member and the member should have specific knowledge of the issue being voted on. However, all efforts should first be made to send another club rep before using a proxy. Dorothy asked for a motion on this procedure. Karen made a motion by stating that proxies can only be used if the person giving their proxy knows ahead of time from the agenda by line item what is being voted on and has given the person receiving the proxy specific instructions on how they want to vote. Dave seconded the motion. All voted and the motion carried unanimously. Don Leverone asked again if due date for club fees could be changed to coincide with TASL meeting date. Dorothy said it could not because the dates have already been voted on. Milt Cummings asked for the date when rosters would be frozen. It was announced that October 1st was the date. Teresa announced that was also the date when official team rosters are due. However, team rosters should be with teams at their first game of the season. Michelle Byers asked if rosters could be club rosters or did they have to be TASL rosters? Dorothy answered that club rosters can be used but the player cards must match the team roster. Dorothy announced that any club sponsoring activities or special programs such as referee courses should let Bob know so it could be put on the TASL website. She continued to say that TASL cannot take on the responsibility of training referees. Instead that is a club's responsibility since TASL doesn't have the revenue or structure to support this. However, TASL wants compliance with official referees especially for EOST. Center referees must be certified. There was some discussion on whether parents could help out or if another referee assigned to another game could be called on to help. Tim Moore who is a referee stated that a referee cannot take a match when needed if the assignor is not contacted and approves the referee to help out where needed. The referee will not be covered by insurance if the proper procedure is not followed. After Tim spoke on this topic, Dorothy announced that she had received a TASL survey completed by Tim and had invited him to attend our meeting. Dorothy announced that she would be meeting with the referee assignors. She would be meeting with Ron Harnage within the next week and with Susan Bornoko as soon as she returns. Dorothy announced that AYSO and Smithfield Soccer Club have submitted applications for membership so a meeting will be held soon to discuss these applications. Teresa reported the following when asked by Dorothy if she had any announcements: Field and team declarations have all been sent in. She needs to assign club reps to specific age groups to help with reviews. She needs Recreation declarations by August 15th New Business: Karen announced that NYSL is having a mandatory coaches' class and there is space available for up to twenty-five. The class in a three hour referee class explaining the laws of the game. It will include an explanation on what certified referees expect out of coaches, parents, and players. Each participant will be given the "Laws of the Game Rule Book". It has been very beneficial for coaches and NYSL has seen positive results from previous classes. There is no cost for the class and it will be held August 27th and Sept. 7th from 6-9pm at the NYSL office. All information about the class will be posted on the TASL website. Ron Wood suggested that Dorothy as President should be able to have financial authority over club members. The by-laws are in place for the President not to have financial authority. Dorothy thanked Ron for the suggestion but personally feels it is a safeguard and should stay that way. She stated it makes up for a protective organization. Ron then announced that he would be stepping down as a TASL club rep in order to take on other responsibilities in his club. His replacement will be named and TASL will be notified as soon as it is made. Ron thanked TASL for all their hard work and said he feels that TASL members are truly in it for the players. Dorothy then thanked Ron for being a productive and positive club rep and said she was sorry to hear he was leaving. Michelle Byers stated that Jeff Forsyth from Carolina Lightning Soccer Club wanted her to ask about permission to travel procedures. She stated that once North Carolina teams come to Virginia they no longer have North Carolina insurance coverage. It was then questioned if that was also true for Virginia players and was something that needed to be checked on with VYSA. Larry Hefflefinger, President of PSC volunteered to check on this for TASL. With no more new business, Dorothy adjourned the meeting at 9:32pm. Nan Beck TASL Secretary