Tallahassee United Futbol Club Board Meeting
Tuesday, April 28, 2009 @ The Meadows
Submitted by Tanja Clendinen, Board Secretary
Amended/Approved via E-mail May 18-June 8, 2009
Present:
· Tanja Clendinen, Rob Hayes, Tony Kidd, Eric Lipman, Pam Nobles, Jim Parker, Phil Sandon, Laura Sullivan, and Andy Warner
· Guests included (sign-up sheet circulated): Frank Santry, Donna Jennings, Jane Dobbs, Kim Dillenschneider, Dian Lensch, Tom Henkel, Terrance Keenan, Craig Hornsby, Colby Hornsby, Jason Beyer, Larry Novey, Cheryl Everett, Theresa Bender, Rudy Powell, Rick Benton, Janet Modrow, John Cameron, Mike Hunter, Winston Howell, Kent Smith, Bill Modrow, David Sullivan, William Lasley
Meeting called to order at 6:15pm.
Minutes Update: (Tanja)
· Listing of Board Meeting minutes posted on the web have been updated including adding notices for months in which no meetings were held—just a few left to resolve
· Feb. 23 Board Meeting minutes recorded and transcribed by Phil in Tanja’s absence were circulated by email for approval—clarifications requested were made by Tanja then posted
· Mar. 26 Board Meeting minutes are available for review and approval—a formal request for minutes and financials needs to be added at the end—please send any other changes by COB Thursday, April 30 for editing and posting
· April 14 Executive Session minutes available for review and approval—need decision regarding posting—Rob: not ready to share until meet once more to iron out items that had not yet agreed on—Tanja: perhaps share what we have agreed upon—Rob: further discussions may affect these plus want to present a complete product—Eric: club needs to be aware of specifics before start negotiations with Warner—Rob: may not want certain items made aware to vendor before negotiations begin—no posting at this time
Banquet Update: (Tony for Heather Kidd)
273 tickets sold as of last night-- silent auction shelved for now---- probably not much money will be generated for scholarships but should be able to cover expenses—Rob: club has shrunk but based upon the weakened economy, the Club is doing pretty well
Director of Coaching Report: (Andy Warner)
See attached—requested electronic copy for minutes and website
Announcement: (Rob)
TUFC coach and board member Tony Kidd is new varsity women’s soccer coach at Leon High—congratulations Tony!
Warner Contract Update: (Rob)
Need to schedule another work session on the contract review next week to finalize pending issues—Tanja: what about the pending discussions that need to be completed in order for us to finalize discussions—vendor and club survey—Rob: Phil prepped and the survey is ready to go—shouldn’t take long then can move forward on other
FSU Update:
· Rob: have received positive feedback from FSU regarding the recent technical training clinic--thanked Laura for spearheading the session with FSU—question has been raised as to whether there was/needs to be a formal vote to partner with FSU
· Phil made motion to designate Laura as the liaison with FSU—Tanja: do we need to formalize the relationship before designating a liaison?—Eric: what does it mean to “formalize the relationship”; what is the relationship? Phil: club has a unique opportunity to work with FSU and would like to make it a little more formalized so won’t lose the opportunity
· Phil made motion to formalize relationship with FSU—Tanja: what does formalized mean—come back with plan or already defined? Phil: FSU would like to have a community club to work with—can’t provide a lot in the fall due to their game schedule but would like to do what they can in the spring
· Phil made motion to have Laura Sullivan foster a relationship with the FSU women’s soccer program and pursue any available opportunities--Tanja/Eric ammended within the guidelines of the TUFC coaching plan--Tony second—Jim: what does the Director of Coaching think?—Andy: positive experiences thus far but would be helpful to know in advance so doesn’t provide technical training scheduling challenges—all in favor—motion passed
Bylaws Project Update:
Rob: asked Eric and Phil to review weaknesses in the club’s bylaws and suggest any needed changes
· Eric: also with Winston Howell—one of the biggest issues identified is that the club needs to open up its board elections--open to suggestions/participation that anyone has to offer—will formulate suggested language, post on the website, and give an opportunity for response for several weeks before voting on changes—Phil: currently the club has essentially a self-perpetuating board—would like for the general club membership to have the opportunity to take part in board member selections
· Eric: hopefully, suggested language will be available for posting in May and then vote at June meeting
· Tony: there are also several bylaw issues that were brought up during the executive session discussions that need to be addressed—Phil/Eric: another major possible change would be regarding bylaw changes—changes to require a supermajority and longer, public prior notice
Board Elections: (Rob)
Most of the current board members are completing their second year and are eligible to serve up to three—the process in recent years has been that the President asks who wants to continue to serve and all eligible, current board members can re-up if so desire, subject to confirmation by their fellow board members—probably need to address that in the bylaw revisions but for now probably need to follow the historical precedent
· Have not heard that any current board members are not returning other than one [Garland Sandel, Treasurer]—have some resumes submitted by individuals that have expressed an interest in serving on board—need to fill the board vacancy as well as the treasurer vacancy—Eric: if anyone in attendance at the meeting has expressed an interest should have an opportunity to speak—Tanja: need to send a notice of the opening to the club and board members should have an opportunity to review any inquiries/resumes and contact for further discussion if so desire—Pam: need to have a treasurer right now so need to vote tonight—Eric: can someone else fill-in as an interim?—Rob: we are working on current bylaws and may have an election in fall so should go ahead and fill the slot—people knew they could express interest in a board position—Tony: treasurer has fiduciary responsibility so need someone with that skill set—Tanja: need to have an unimpeachable process as well as a qualified individual—Pam: President can appoint an interim to replace—Phil and Eric reviewed bylaws to confirm—Jane Dobbs requested that Rob more fully explain the proposed elections in fall—Rob deferred to Phil and Eric: all board members would possibly be up for re-election with staggered replacement just one possible model—might be good to have two models for membership to choose from—Eric: President nominates interim replacement for treasurer from within board—Frank Santry: the last major bylaw revision was in 2007 when on board—re: the provision under discussion, need to be careful about the distinction between filling a vacancy on the board of directors and filling a vacancy in the office of treasurer—need to nominate to fill the board vacancy and then the board elects officers, i.e., in this case the treasurer, from within the ranks
· Phil made a motion that per the bylaws, Rob nominate an individual to fill the interim, i.e., until the next cycle of elections, board vacancy--Pam second-- Tony, Pam , Phil, Jim and Laura in favor; Eric and Tanja abstain—motion passed
· Rob nominated Winston Howell to fill board vacancy—bio reflects that he has the perfect skill set for what we need and has already served on a totally volunteer basis—Tanja second--would like to make clear that although have a problem with the process, thrilled with the possibility of having Winston join the board—all in favor—action passed
· Rob: board currently has an open officer position—need to elect a new treasurer--Tanja nominated Winston Howell--Pam second –all in favor—action passed
Eric requested a short break to evaluate bylaws re: board elections—Rob: we know that the process needs to be fixed but need to continue to follow precedent until fixed
· Jane Dobbs: where stand as a board if haven’t held elections? Rob: have followed the precedent previously set—no specific elections last year--Eric confirmed: terms expire April 1; may serve up to 3 consecutive terms then eligible again after one year absence; need to vote for each other to remain on board—have not done this in the past
· Bill Lasley—expressed strong objection to re-elections at this meeting because the bylaws say must have called a meeting for this purpose and been duly noticed to general membership—not a legally constituted board and must notice the organization of a coming meeting for the purpose of elections—threatened legal action if move forward outside of bylaws--Tom Henkel: agrees that should not hold re-elections at this meeting—Eric asked for acceptable suggestions—Rob: all were appointed in the same way—historically there have not been elections, just asked if you would continue to serve or not then nominations and elections for vacancies—know there are weaknesses in the process which is why it is currently under review—Lasley: expressed concerns regarding secret agendas—Tanja: is the issue that we need to have noticed the election?—Pam: it’s on the meeting agenda —Eric: need to re-notice so on the publicized agenda for at least 48 hours—Rob: move forward with the elections—Tanja: why risk discontent and possible legal action when can take a cautious approach and just re-notice for 48 hours—Eric & Phil: concurred—Winston: if any questions raised re: the process, then need to follow the process--regardless of past actions/precedent, if don’t follow the prescribed process then open to criticism—post notice and process and invite any members to submit resumes for consideration then hold election accordingly—Jim asked Bill Lasley if this would satisfy him—Bill: yes
· Eric made a motion to re-notice the general membership of a meeting no sooner than a week with date to be decided at the executive session meeting scheduled for Monday, May 11, specifically for the purpose of the current board of directors electing the board of director s for the upcoming year and inviting nominations from interested club membership in good standing—Tanja second— Tanja, Tony, Eric, Jim, Pam, and Winston in favor ;Phil and Laura no—motion passed—Eric: will send a Demosphere eblast—Tanja: also needs to be posted on homepage even if only a short blurb then refer to calendar
Department of State Paperwork:
Rob requested that Winston talk with Garland Sandel to handle transfer of paperwork—Winston: work can be done online—Phil: does Winston have the authority to file?--Tanja: 501c3 deadline May 1--penalty if not met--Eric: registered agent is Garland so he could file—Tanja: while filing, need to check official/listed name of club—has it been updated?—Frank Santry: name was lawfully changed in 2007
Open Discussion:
· Winston: would like to see more than cursory attention paid to college signings—Tony: will be noticed at banquet—Rob: posts any notifications he receives on website
· Colby Hornsby: announced that Andy has been selected as Big Bend Soccer Coach of the Year—congratulations Andy!
· Diane Lensch—will relationship with FSU be in addition to TUFC offerings?—Tony/Laura: supplemental/in addition to—Rob: be cautious in restricting to supplemental—Tony: rephrased, will not replace any TUFC offerings—Laura: invitation to participate in FSU training session went out to all coaches but not obligated to participate—Diane: would like these sessions to be a value-added opportunity—William Lasley: concerns that missed practices for FSU sessions might affect poor performance at tournaments—David Sullivan—that would be a coaching issue to discuss with coach
· Diane: it would be helpful to have a club vision/mission statement available on the website—Eric: suggested it be part of an FAQ (Frequently Asked Questions) page
Pam made motion to adjourn—Tanja second—all in favor—meeting adjourned at 8pm.
DOC Report
April 27, 2009
(scanned from original hard copy distributed at meeting)
TUFC will mark its tenth year at this year’s banquet and recognize one of its most
successful years on the field.
I take this opportunity of recognizing the founding coaches who started with me ten
years ago: Mr. Tom Zuehlke, Mr. Ernie Reddick and Alex Morris. Philosophically they
embraced the clubs mission for focus on player development and have given unselfishly
to this club.
To our club coaches, I thank them publicly for their continued efforts and commitment
to the club. Most recently the following coaches have successfully completed the
NSCAA National Regional Diploma which focuses on team organization and systems of
play on April 4-5
Alex Morris (U18G/U13B)
Adam Donaldson (U13B)
Frank Amidon (U9B)
Rudy Powell (U9B)
Josh Bruno (U17B)
Bill Modrow (U17B)
Pete Walker (U10G)
Bob Dillenschneider (U12G)
Mario Solari (U12B)
The Coaches met on April 9th to review the year end activities including player
evaluations and year end events. Coaches were asked to complete a year end coaches
questionnaire including planning for next year as of this date, I have had a 75%
response. Our next coaches meeting will be held May 13th•
Year end technical training verification forms have been distributed to team coaches
who have been asked to review and sing off prior to the year end.
I attended both the Thomasville, Rose City Tournament and The ECU, Emerald Coast
Tournament this past weekend. I will be attending the FYSA ODP event in Central
Florida this weekend along with Lizzie Johnson.
The Academy will be traveling to Columbus, Ga to play against Georgia teams as an
experimental event outside of our present SSA program. Several Coaches have
expressed a desire to play new teams and build new relationships.
The following TUFC players have signed, committed or pending commitments to College
opportunities:
Girls
Katlyn Doerr
Katie Hefflefinger
Heather Sullivan
Boys
John McVaney
Nic Parr
John Reddick
Bud Hornsby
John McLenney
Steven Eppinger
Austin Rogers
Pablo Gomez
Darton College, Ga
Cumberland College, Kentucky
Birmingham Southern University, AI
Georgia South Western, Ga
Darton College, Ga
University of Tampa, FI
University of North carolina, Chapel Hill,
Piedmont College, Atlanta Ga
Southeastern University, FI
Air Force Academy, Colorado Springs
Florida Atlantic University, FI
several players are still under consideration for fall opportunities.
On a final note, I have forwarded weekly or bi-monthly updates to coaches and
managers for distribution and received very positive feedback.
Regarding the College Preparatory Soccer Camp (July 19-23, Girls week and July 26-30
Boys and Academy Week), I have received questions on dates. These dates have
remained constant for over fifteen years due to our contract arrangements with the
Southgate Dorms and availability of College and ODP Coaches. This year we have
attracted the largest number of quality coaches from around the Southeast. I look
forward to the endorsement and support of the board and the club for these events.
Respectfully Submitted,
Andrew P. Warner
DOCTUFC
