August Board Meeting
Thursday, September 6, 2007 (rescheduled from August 30)
In attendance:
Tanja Clendinen, Dena Day, Rob Hayes, Bill Modrow, Jim Parker, Garland Sandel, Philip Sandon, and guest Eric Lipman—held at the home of Jim Parker
No minutes available; therefore, motion made by Bill to table the approval of minutes—seconded—unanimous approval.
Uniforms:
Bill updated Board on the uniform situation: Kelme is unable to meet their contractual responsibilities so have to start over with new vendor. Also some difficulties/lack of clear communication with Clothesline (local distributor). Bill has secured a refund check from Clothesline-- Clothesline pre-ordered patches for the uniforms but Club not obligated to purchase. Bill has been actively following up on all suggestions/ideas--current options:
- Diodora – 2nd choice of initial committee—would have to purchase through Eurosport which would be more complicated than going through local distributor—provides same basic kit as Kelme for same money
- Joma – “up and coming” brand per Jim
- East Bay
- Adidas – go with closest match possible to current uniforms—would have to purchase thru Eurosport . . .—can slide by with mixed with US Club, but have to match for FYSA events, i.e., State Cup
- Score – Eric Lipman has worked closely with Score thru CSA and has had excellent customer service and responsiveness—CSA uses less expensive line; however, ODP uses top of the line and has been very satisfied—disadvantage is based in California so shipping costs and time frames greater--Eric researched bid for basic kit of top of the line style (might be 2nd best—not sure but will find out) = $65 plus shipping (copy of bid attached)—if order by Friday 9/7, could start shipping by Wed 9/12
Discussion:
- Garland: need to shoot for a style that will be in-stock for at least 3 yrs.
- Tanja/Garland: need to select a kit with cost as close as possible to original $105—administrative nightmare to try and write refunds plus parents already aggravated about situation so can’t risk further ire by making any money off the situation—if needed to bring the kit up to $105 could add another piece such as hoodie, warm-ups, 3rd shirt, etc. (probably not backpacks since many players already have and don’t need to replace)
- Bill/Rob/Tanja: (R)heard negative comments at Jax tournament re: low quality of Score uniforms—can we get samples?—Eric will procure—(B)older teams resistant to Score—(T)uniform committee looked at Score last year and rejected
- Garland: may need to shell out a little more for express shipping—club can and should absorb
- Tanja: depending on final choice of vendor, may have to deal with resizing all the players
- Phil: suggested going with a new Adidas style – most have been very happy with quality and familiar product which would help with sizing issue—Rob will contact Adidas for a bid—multi: old Adidas had no girl cuts
- Eric: willing to assist with uniforms regardless of vendor choice
- Multi: should purchase patches--could buy in bulk and resell or use for tourney freebies, etc.
Rob made motion that by Monday 9/10: 1) evaluate Score samples; 2)procure Diodora quote and delivery timeline (Bill); 3)procure Adidas samples, quote, and timeline (Rob); 4) procure Joma samples, quote, and timeline (Bill)—Garland seconded—all in favor.
IRS Tax Penalties:
Phil and Garland updated Board re: previous years’ unfiled tax returns situation:
- Potential total penalty of $18-19,000 for ‘03, ‘04, and ’05 tax returns that were not filed with the IRS—we have already had a previous penalty waived for a similar issue so IRS will probably come down harder on the Club this time
- Stephen Richards has power of attorney and is intervening on the Club’s behalf and handling negotiations—sent letter to IRS explaining the situation and corrective actions taken and formally requesting that the penalty be waived (copy attached)
- Will probably have to pay some of the penalty, undergo greater scrutiny, and be required to rework some of our accounting procedures—possibly even have to undergo an IRS audit
Phil and Garland raised concerns regarding whether our 501(c)3 non-profit status accurately reflects the club’s current structure and expenditures—Garland made a motion that the Board go into Executive Session to further discuss—seconded—all in favor.
Lipman Board Nomination:
Given Eric Lipman’s willingness to work on the uniform situation and his experience with fundraising and soccer club administration, Bill nominated Eric Lipman for existing board vacancy.
Discussion:
- Rob/Garland/Tanja: expressed concerns re: possible conflict of interest due to CSA presidency
- Phil: would like to have someone from CSA on the board to nurture cooperative efforts
- Tanja: have a formal, valid nomination for Donna Son that needs to be considered—Rob: CPA experience/connections could be very helpful especially considering recent tax difficulties
- Rob: more fully discussed his conflict of interest concerns
- Garland: asked Eric if would consider resigning from CSA office prior to May 08—Eric feels has made a commitment to CSA and would not resign
Tanja made a motion to table further discussion of board nominations until have the opportunity to fully consider all nominations—Dena seconded—all in favor.
Communications Update:
- Rob is working on sending tournament results and pictures to the Democrat
- No update available on the progress of revamping the website due to lack of response from web-services donor
Registrar Update:
Dena requested that a club-wide e-mail be sent requesting that only managers contact her regarding registrar issues—she is currently being inundated with calls and doesn’t always have all the information she needs to know how to respond appropriately
Discussion:
- Jim: Club should set a deadline for all rostering paperwork to be completed prior to a tournament—no more last minute scrambling
- Dena: need better communication with Garland regarding ordering cards/releasing players/payment status
- Bill: not all teams following Club requirement that players’ development and team fees must be paid up prior to being eligible to play in tournaments/friendlies
- Garland: managers/treasurers are supposed to let Garland know when a player is in arrears, then Larry Wood has volunteered to “mediate” prior to the card being pulled
- Garland: will call a manager/treasurer’s meeting to review procedures and discuss these issues
Meeting adjourned.
