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FASA Board Meeting Notes

Meeting Minute LOG

February 16, 2015

Present: Grover, Mike, Scott, Troy, Adam, Eric, Dave, Walter, Steve, Greg and Michele

Next Meeting: TBD

1) Financial Update

Michele briefed the board on the current financials associated with the club;

2) Spring Futsal ID Structure & Layout

The board discussed the present structure and layout for the Futsal ID program;

Additional outdoor space was rented to be used for overflow if necessary.

Discussed various program options depending on the number and quality of kids in each

age group; Kids would be placed more by ability rather than age;

Additional team futsal options (buy blocks of time) for teams wishing to train three times

a week.

3) Spring U8 Academy/Rec

Discussed issues pros and cons; Comparable number of kids signed up for rec this

season; Parents will continue to be educated on the benefits/cost of academy versus rec;

The goal will continue to get the most qualified kids in the academy;

US CLUB Soccer; The executive director told the board the club is signed up for US club

soccer; This gives the club more options if wanting to participate in tournaments run by

US Club soccer among other benefits.

4) Container Shed/Equipment/FFC Youth Academy

Sold the bobcat since it was not safe and needed repair;

Bought two new gators that are needed to run the fields properly; Gators are safer and

able to carry equipment and necessities; These gators will be rented by Elite

Tournaments for additional FFC income;

The current containers were cleaned out. We are currently leasing these containers. The

board discussed several options to the rental of these containers that included possibly

purchasing sheds and/or a container. Michelle will put together options for the board to

review for a future vote;

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The board discussed the need to purchase additional goals for fields so that Elite

tournaments will have enough goals to properly run a tournament; Options and timelines

as well as the current budget was discussed;

5) Uniform Update

Ordering through soccer.com; Rec uniforms have all been ordered;

6) Assistant TDOC Briefing (Adam)

Push back on the backpacks for U-17 girls; Discussed the pros and cons to making teams

not having club-wide equipment; The board discussed options of a buy back program to

save overall cost for parents;

The U9-U14 will have a CCL-2 for the red teams starting in the Fall; Club will be out of

NCSL and WAGS. Most teams in the current CCL north and south will participate.

Discussed the hiring of goal keeper trainer Ken Manningham (played at JMU); Ken will

be running training sessions for goalies twice a week and available on weekends for

evaluations; The cost is free for the parents; The training will be mandatory for keepers.

CCL schedules for several specific games that were not previously annouced will be

posted shortly

Discussed the Soccer Recruit (https://soccerrecruits.com/) website that monitors players

for college; The Facebook of recruiting with no advertising; Short discussion on the

features which holds the players more responsible; The board will evaluate and make a

recommendation if the club should support this for future college soccer players

7) Budget Planning 2015/16

Treasurer to Present Outline Principles at a future meeting based on what David drafted;

This will include the plans and budget goals

8) Miscellaneous Topics

Briefly discussed plans for the in-house training facility layout shown by Mike; Grover

will meet with Tri-core; related to this.

The Pavilion, where future food sales will be served at the FFC fields, was cleaned out

this week; The board will need to discuss options on operating this facility in the future;

Mike will put together a plan for the board to review.

Mike Siebel Rec. director asked if FFC should consider a cross-over with Stafford; the

board discussed the pros and cons; Grover will reach out to Barry Hill;

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The board briefly discussed potential sponsorships leads in the Fredericksburg area

The board discussed additional items to purchase at FFC fields (signs, fencing and trash

cans)

Brief discussion on the insurance coverage;

Kelty award was discussed and we will continue the program;

VOTE: Troy made a motion for last month’s (January) board notes to be approved and

Scott seconded. All present voted YES to approve.

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FFC Board Meeting Notes

Meeting Minute LOG

March 16, 2015

Present: Grover, Mike, Scott, Adam, Eric, Dave, Walter, Steve, Greg and Michele

Not Present: Troy

Next Meeting: TBD

1. Approve Previous Meeting Minutes / Notes

VOTE: Steve made a motion for last month’s (February) board notes to be approved

and Greg seconded. All present voted YES to approve.

2. Financial Update

Michele briefed the board on any financial changes and updates

E-mail will be sent to coaches on update of payment schedule

Discussed futsal and academy payment schedule

Insurance options to cover BOD and equipment were presented

VOTE: Scott made a motion to proceed with insurance recommendations for BOD and

equipment. Mike seconded. All present voted YES to approve.

3. FFC Credit Card

Board discussed looking into credit card for club for purchases

Board discussed purpose and uses

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4. GK Program

Discussed the goalkeeper program; structure/layout

Ken will be assessing keepers on Wednesdays and Thursday

Futsal ID is free to keepers

5. Recreation Update & Scheduling

Overview of registration; Currently 44 in U8 academy; 437 in all ages of recreation;

Discussed scheduling and events

Still in need of volunteer coaches for rec

All kids in these programs have uniforms and are branded

6. Tournament and Field Equipment Update

Goals were purchased for upcoming tournaments at FFC park; these were necessary to

properly run full tournaments

7. Amending Policy / By-Laws to outline the process of removing volunteers or parents

disruptive to the clubs operations

The board discussed the process for removing volunteers; discussed coaches decisions on

volunteers

8. Budget Discussion / Payment / Fees 2015-16

The board briefly discussed a budget meeting; Dave will send out an invite for an

upcoming budget meeting

Programming and benefits; the thought here is that each program will have total revenue

and costs associated with it rather than costs being allocated across programs.

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9. Miscellanous Topics

Mike briefly discussed FFC pavilion expanded services

Update on Coast Guard possible sponsorship

Jerseys being done in-house currently; Soccer.com will handle going forward

Recreation programs start 4/1

Travel Expense policy for games 75 miles away; language needed more attention;

Discussed via e-mail (changes in bold)

PREVIOUS LANGUAGE:

Travel expenses for 1) travel tournaments and 2) mileage to CCL games that are over 75 miles.

Hotels reimbursement would be team hotel or $100 a night, whichever is greater. Mileage would

be $0.30 a mile. Meals reimbursement would be $25 a day and $10 for day of travel to the

event.

REVISED LANGUAGE:

Travel expenses for 1) travel tournaments (hotel, mileage, and meals) and 2) mileage to league

games that are over a 75 mile radius from the FFC office (3411 Shannon Park Dr,

Fredericksburg, VA 22408). Hotels reimbursement would be team hotel or $100 a night,

whichever is greater. Mileage would be $0.30 a mile. For example, if game played at

Hampton Roads Soccer Plex (2276 Recreation Dr, Virginia Beach, VA 23456), which

according to googlemaps is 154 miles (or 308 miles round trip), the coach would be

reimbursed $92.40 (308 * $0.30). Meals reimbursement would be $25 a day and $10 for day of

travel to the event. All payments should be made through the team account.

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FFC Board Meeting Notes

Meeting Minute LOG

April 19, 2015

Present: Grover, Mike, Scott, Adam, Eric, Dave, Walter, Steve, Greg, Troy and Michele

Not Present:

Next Meeting: TBD

1. Approve Previous Meeting Minutes / Notes

VOTE: Troy made a motion for last month’s (March) board notes to be approved and

Scott seconded. All present voted YES to approve.

The board discussed the pros and cons of making the coaches’ travel reimbursement policy

effective immediately. Some coaches had laid out their team costs upfront and they would be

able to continue under their plan for this season.

VOTE: Board voted to approve new coaches’ travel reimbursement guidelines to be

effective immediately. Teams will reimburse the coach of their team based on the

following:

Travel expenses for 1) travel tournaments (hotel, mileage, and meals) and 2) mileage to

league games that are over a 75 mile radius from the FFC office (3411 Shannon Park

Dr, Fredericksburg, VA 22408). Hotels reimbursement would be team hotel or $100 a

night, whichever is greater. Mileage would be $0.30 a mile. For example, if game

played at Hampton Roads Soccer Plex (2276 Recreation Dr, Virginia Beach, VA

23456), which according to googlemaps is 154 miles (or 308 miles round trip), the

coach would be reimbursed $92.40 (308 * $0.30). Meals reimbursement would be $25

a day and $10 for day of travel to the event. All payments should be made through the

team account.

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2. Financial and State of the Union Address

Michele briefed the board on the financial changes. The current plan was presented to get the

club through June 15. The board discussed paying the coaches on June 10th with revenue from

acceptance from travel tryouts.

There is a state of the union address scheduled for Monday May 1st. Topics will cover 2015-

2016 fee structure, FFC programs, direction of the club etc.

3. Club Fees & Budget Outline

The board discussed the upcoming proposed fee structure which would not include uniforms or

the tournament allowance. Uniforms are typically not included in club fees and since the number

of tournaments each team attends varies, this is difficult to manage.

The board reviewed several proposed fee structures that varied by 1) team (black, red, gold) and

2) age group. The board compared current fees with other clubs and historically FFC fees are

considerably lower. The new proposed fees will still be lower in comparison and were designed

to fund the club operations. A preliminary budget was shown that compared projected revenue

(total income) under proposed new fee structures and club expenses. The preliminary budget

showed that club could operate on positive revenue based on current recreation, travel and

miscellaneous programs (futsal ID, summer, etc.) alone. Salaries for coaches and overall staff

have remained unchanged. The board discussed two payment options: 1) pay in full and 2)

monthly. Michele will prepare a final budget for review by the board.

VOTE: Scott motioned and Steve seconded to approve fee structure as shown with a

$250 upfront acceptance fee and payment options: 1) paid in full or 2) 12 month

payment plan using a recurring auto payment. For U-18 the two payment options after

the $250 upfront acceptance fee are 1) paid in full and 2) 6 month payment plan using

a recurring auto payment. All voted YES.

4. 2015 - 2016 Field Projects

The executive director discussed potential future plans to create six turf futsal courts (outdoor

futsal complex) out at FFC Park (20’ x 30’). These courts would be available throughout the

year and used for futsal during the winter. There have been preliminary discussions to determine

cost for these courts and associated lighting.

The board continues to look for locations that would serve as both an office and place to house a

fitness / strength program.

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The board continued to discuss the options for the concession stand at FFC Park which could

include: 1) rent to teams for a fixed cost, 2) rent to outside vendors, and 3) allow teams to use to

generate revenue for fund raising efforts.

Parking is no longer allowed at the far end of FFC Park and cars may be towed if parked there.

5. Ruffins Pond and Update

The board discussed the liability concerns of Ruffins pond. There has been difficulties securing

insurance and the board has started getting bids for the fencing (water retention fencing) that is

required around the pond.

6. Summer Programming

WPSL / NPSL Programming – Games and training are tentatively scheduled at Mary

Washington this spring/summer

FFC Summer Development Program – The summer development program is intended to

continue the year round soccer model for travel and recreational players. The program will

generate revenue for the club and will be six weeks with varying programs.

Summer Field Use – The club will decide when FFC Park is open for additional training for

travel teams.

Team Schedule June – August – Travel team schedules will be communicated at one point.

7. 2015 - 16 Coaching Slate

The Assistant Technical Director (ATD) presented the preliminary coaching slate for the 2015-

2016 seasons. The final coaches will be listed on the web site prior to tryouts in May. Coaches

will be off in June and July.

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FFC Board Meeting Notes

Meeting Minute LOG

April 27, 2015

Present: Grover, Mike, Scott, Adam, Eric, Dave, Walter, Steve, Greg, Troy and Michele

1. Budget

The board reviewed and discussed the proposed 2015-2016 budget under 1) the current players

in FFC and 2) using a reasonable projected number of players. Both budgets included the new

fee structure. The budget showed the breakdown of revenue and costs and will be available after

approval.

VOTE: Greg motioned and Eric seconded to approve the budget as shown. All

present voted YES.

2. Current Budget

The board discussed the need for additional revenue at this point to operate without debt until the

budget takes effect June 15th. The board discussed several options.

3. Miscellaneous Topics

The board discussed additional office space options; and other options for running tournaments

on the FFC fields.

The board discussed topics for the upcoming town hall

Board members have always had one child play for free, but not all members have a child in the

club. The board discussed going to a more equitable system where each member would receive

a credit that they could use to cover part of the expense of a child, or use it towards scholarships.

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FFC Board Meeting Notes

Meeting Minute LOG

June 9, 2015

Present: Grover, Mike, Scott, Adam, Eric, Dave, Walter, Steve, Greg, Troy and Michele

1. Registration

For travel tryout there were 799 that were registered

2. Current Budget

The board discussed the continuation of a past credit given to members to pay for their child's

travel soccer costs. Members discussed the pros and cons of whether this credit should continue

to be given to board members to compensate for their time invested related to board meetings

OR whether to discontinue this credit. In the past, board members were given a credit toward the

payment of their child's travel soccer costs and varied by member.

VOTE: Grover made a motion for board members to pay for kids. That is, board members

would be solely volunteer positions and not receive any compensation. Adam seconded the

motion. YES – Grover, Adam, Greg, Dave, and Mike. NO – Troy, Steve, Eric, Scott, and

Walt. Deciding vote by Grover and members will not receive any compensation

3. Team Managers

The board discussed the team managers and FFC polo shirts will be given to all team managers.

In addition, team managers will be required to sign a code of conduct.

4. Miscellaneous Topics

Executive Director discussed options for selling Ruffins’ Pond. The board discussed updates on

potential office moves. Board discussed NPSL/WPSL junior games this summer. ED gave an

update on field rentals, the Fieldhouse fields, and sponsorships.

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FFC Board Meeting Notes

Meeting Minute LOG

July 27, 2015

Present: Grover, Mike, Scott, Adam, Eric, Dave, Walter, Steve, Greg, and Michele

Not Present: Troy

1. Approve Board Minutes/Notes

The board discussed the status of the April and May board minutes and the June notes.

VOTE: Dave motioned and Greg seconded the motion to approve the April and May board

minutes. All present voted YES.

2. Current Player Status and Budget Update

Michele briefed the board on upcoming season budget plans. All tax returns for 2009-

2014 have been completed. Board discussed options for consolidating loans and

potential for adding lights and turf for futsal.

RCCI proposal regarding the Rt. 2 turning lane outstanding payment. Board discussed

the payment for the Rt. 2 turning late.

3. 2015-2016 Projects

Lights. The Executive Director discussed several options being considered for the

placement of lights out at FFC Park.

Office. The board discussed options for future office space for the club.

Winter Training. Futsal indoor and outdoor is currently set up for the upcoming year and

will be similar to last year (at the Fieldhouse)

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4. Areas of Weakness

Open discussion regarding upcoming season. Board briefly discussed the upcoming CCL

schedule.

On field/off field issues. No topics discussed here.

FFC Park issues and concerns. The board briefly discussed the status of the concessions

and still no great options for turning this into a profitable area.

5. New Fall Programming

New GK Training. Matt Cruise who was with NVSC and owns a crossfit facility has

taken over as the goalie coach for the club. Tentative schedule is for Tuesdays and

Wednesdays.

Intro to Club wide Crossfit. See above.

Recreation Programming. Registration for the recreation program is slow and tends to

pick up when the season approaches.

State cup and regional cup. The board discussed the options for State cup and Presidents

cup for the black and red teams. Coaches for the black teams would be encouraged to

put their teams (U-12 and above) into these cups. In addition, the Technical Director

David Shaw discussed the US Club regional cup which may be the direction of the future.

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FFC Board Meeting Notes

Meeting Minute LOG

September 14, 2015

Present: Grover, Mike, Scott, Adam, Eric, Dave, Walter, Steve, Greg, Troy, and Michele

Not Present:

1. Approve Board Minutes/Notes

The board discussed the status of the April through July board minutes.

VOTE: Troy motioned for the April, May, June, and July board minutes to be approved.

Scott seconded the motion. All present voted YES.

2. Financial Update

Michele briefed the board on the financial changes and updated the board

Michele briefed board on new financial policies

The board discussed the current Team Bank Accounts and Team Treasurer

Responsibilities

The board discussed in length the current issues with the team bank accounts and the pros

and cons of individual bank accounts controlled by team managers versus bank accounts

held by the club.

The result of the discussion led to the formation of a sub-committee to discuss the way

forward that would then require a vote by the board.

3. Club Tournament Structure

Capital Fall Classic. The board discussed the potential for attending future tournaments

that would get a club discount

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4. Events – the Executive Director discussed the many outreach programs that were in place to

give the club more exposure and to make the community more aware of FFC. There was a

discussion of purchasing a car for advertisement purposes as well as being used to carry

equipment to events. Other specific topics are shown below:

Community, School, Minnieland & Church Events.

Club exposure and awareness

Funds / Credits / Budget dedicated towards these programs

5. Fall / Winter Programming. The board discussed additional topics below.

CrossFit Training Schedule. Matt is continuing to tailor a twice a week program for the

older players to attend.

Fall Futsal Hours. There is potential for an additional indoor facility with rubberized

floors near the Fall Hill/95 area.

Additional Court Rental. Discussed the potential for a third session for U-12 age.

Winter Futsal Training / Team Training. The executive director discussed the January-

February 8 week program, mid-week/league play on weekends, and starting outdoor in

February.

6. US Soccer Mandates. The board discussed the following topics.

Calendar Birth Year Change. Starting in the fall of 2016, teams are required by US

Soccer to form teams based on birth year. This was at one point the requirement but

changed to an August-July requirement.

2015/16 Club Tryouts. The club will hold winter tryouts for placement on the fall teams

and to recruit additional players.

Recreational program is back up and running with roughly 40 in U-8 and 160 over U-8

9/20/15 – VOTE

Following the September meeting a sub-committee was formed to discuss the new financial

policy. The vote is shown below and was presented to team managers at a meeting on Friday

September 25th.

VOTE: Grover motioned to accept the new Financial Policy in regards to the One Club

Team Bank Account with individual Team Ledgers. All members voted YES.

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FFC Board Meeting Notes

Meeting Minute LOG

November 4, 2015

Present: Grover, Mike, Scott, Adam, Eric, Walter, Steve, Greg, and Troy

Not Present: Dave and Michele

1. Red Cards - Discipline Committee and Procedures

The board discussed whether the club needs to revise its procedures for handling

potential additional disciplinary action for players and coaches that receive red cards.

The leagues have their rules for discipline and in the past FASA had additional

procedures in place.

The board agreed changes should be made to the current procedures and the Discipline

section of the Policy and Procedures would be updated to reflect this language.

Language was draft and a future vote will be conducted

2. Board Elections - will be held AGM this January

The board discussed the potential for reducing the number of members on the board

to be more in-line with other non-profit soccer associations of similar size.

The President recommended a future committee of 6-7 board members. There was a

discussion on the pros and cons and whether some positions were necessary. The

board came to a consensus that current committee of 10 could be reduced to 7 over

the next two years.

VOTE: Steve motioned and Troy seconded to reduce the board members from 10 to 7

over a two year period. For the 2016 Annual General Meetings (AGM), two of the At

Large positions would be removed and the Treasurer for 2016 (FFC currently has a paid

treasurer that attends meetings). The 2016 AGM would hold the election for the

Secretary. For the 2017 AGM, the elections would be for the Vice President and a Girls’

Representative while the remaining At Large Position will not be filled and will be

removed from the board. The board structure after the 2017 AGM would be President,

Vice President, Secretary, two Boys’ Representatives, and two Girls’ Representatives.

All present voted YES

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3. Maintenance Building and Maintenance at FFC Park

The board discussed the current monthly maintenance by Superior Turf and Soil that is

done at FFC Park. The owners of Superior Turf and Soil had approached the newly

elected board back in 2014 to sign a contract, but no contract was signed at that time.

The board discussed the importance of keeping the fields in great shape. The club’s

current monthly arrangement for 2015 field maintenance was not funded nor equipped to

keep the park up to proper standards, which has been addressed multiple times and no

improvements have been notable.

The President presented a long-term plan for purchasing equipment and maintaining the

fields over an extended period of time.

In addition, it was discussed that a maintenance building was no longer needed on the

property to support both FFC and VYSA.

VOTE: Troy motioned and Adam seconded to terminate the Superior Turf & Soil

monthly maintenance of FFC park effective at the end of November 2015. An e-mail

would be sent from the President to announce ending the monthly maintenance (and no

maintenance building needed).

All present voted YES

11/11/15 – VOTE

Following the September meeting a motion was made to approve the September board minutes

VOTE: Eric motioned for the September board minutes to be approved. Troy seconded the

motion. All voted YES.