CENTRAL OKANAGAN YOUTH SOCCER ASSOCIATION
District Board Meeting: Thursday, October 13, 2016 7:00pm
COYSA Boardroom, Kelowna, BC
MINUTES
APPROVED (as is/as amended): November 9, 2016 Motion #976
CALL TO ORDER: Roll Call
Scott Jacobsen, COYSA Chairman, called the meeting to order at 7:07pm
Present: Curtis Morcom (Treasurer), Al Ryder (Ref Sch), Sheryl Turner (Administrator)
Voting Members Present:
Adil Rajwani
Alex Vracarevic
Chad Cormack
Cliff Jensen (for Jade)
Dan Tauber
Dan Turner (for Kelly)
Michael Greenhough
Oliver Anstice
Randall Wight
Scott Percival
Surinder Gosal
Will McFadyen
Total Votes = 12
Regrets: Jade Banman, Kelly Sherman, Bruce Clark (Discipline)
PRESENTATION OF AGENDA
APPROVAL of MINUTES of the September 8, 2016 regular board meeting
October 13, 2016 Motion #973 It was moved and seconded to accept the minutes of the September 8, 2016 regular board meeting as presented. Carried unanimously.
CHAIRMAN REPORT – written report
TREASURER REPORT – written report – Some final expenses coming through and then the proposed budget. Haven’t raised fees since he has been here (9 years). Will probably need an increase next year. Investment income: Just a small amount that we earn on the Facilities Fund. Q: Are CNC rates going up any time soon? Just nominally. What about Gaming? We don’t have any. This is to be voted on at AGM. At AGM will there be a proposal to increase per player? Next year. Will do a 5 year plan. Is there an idea what we should have for a reserve for an organization our size? Most have 2-5% contingency.
REFEREE REPORT – written report. Last weekend of outdoor. 84 games, 252 spots and only 3 openings at this point. Hoping not to use Mentors as would like to have them at the Soccerfest. Had 3 Mentors working Mini Jamboree. Of the 131 refs 14 and older, only 57 were available during October. We have 175 Small Sided refs that within 2 years will be able to take District courses. Need to encourage them but some are afraid as it’s a higher level, offside rule and coaches. Could have a drop off this year because a whole bunch of new rules are coming in. Lots of mentoring needed around that. Part of it could be doing some sessions with BCSA. In the past these weren’t well attended but the only way is to make that a worthwhile thing and get referees out there. Intensity of parents is tough. Where else can you go and work where you have instant negative feedback? Have to be very strong-willed, confident and have some leadership skills to be a good referee. We are getting better at doing mentoring but am hearing Club mentors aren’t being utilized the way they should. Should have a Club mentor out all the time. If they are waiting to be called out to see specific refs, that’s not the way to do it. If we’re going to be effective, there needs to be some changes. Is Al planning to return as RIC? Yes. Clubs look after their mentors and tell them what they want for the mini games. Want to have mentors have a group of refs they are responsible for and develop their group.
7:41pm Alex arrived.
7:42pm Surinder arrived.
Held two indoor sessions, 31 refs came out from 45 that were invited. Adjusted number on field. Up to 14 one ref, 16-18 two. Now higher pay for more difficult games. Purchased headsets and when mentors are there and can give direction to the game. Young refs will get at least 5 mentor sessions. U18 refs will get 3 mentor sessions. They love it and want to learn. Invited them based on the outdoor games they’ve done and their commitment, feedback from schedulers and mentors. Bigger thing for keeping refs is a community. Maybe a year end event. There may be no yelling but they are so worried about the possibility, it affects them. Ref community is supporting one another and not competing with each other.
DISCIPLINE COMMITTEE REPORT – written report
ADMINISTRATOR REPORT – written report. Forgot to mention thanks to RYSA for hosting the Mini Jamboree.
Al left at 7:55pm
CLUB REPORTS:
KUFC – written report. AGM has been moved to the 26. Q: why did you move from RAMP to GotSoccer? Half price.
KYSA – written report. Did tryouts for U13 but had short numbers so couldn’t do it. Want A, B, C Divisions and then relegated based on performance. On the 13/14 thing, talked about the new rules with BCSA, the retreat line is from 13 under. Our 13/14 groups combined and we don’t have to use the retreat line. Administrator has resigned and is in final few months.
LCYSA – written report. Administrator has GotScocer. Had quite a turnover in our group the last couple of years but looks like quite a few returning. Thought about what can we do for the coaches so are having burgers and beers and some informal conversation. Not once did we say hey we should have an appreciation for the refs. Going to take that idea back right away. Impressed LCYSA are starting registration right away. Going to start Nov 1. No one thinks soccer in January. If you’re not in that environment, not thinking it. Want to do it early, get coaches in place and have them go through the certification courses.
OMYSA - Chair has been unwell. Tiering evaluations are next weekend. AGM is in early November. Working on uniforms. Have had some significant changes in Board. New Administrator has been doing well. Committing to a new registration system.
RYSA – written report. Well done on the Jamboree. S&K would like to see more promotion of their onsite concession as all the proceeds go to a local charity. Administrator will make a note to include that in the email when sending out the Mini Jamboree schedules. Administrator to send a thank you to S&K on behalf of the COYSA Board.
WYSA – written report. Recently redid website. Committed to new uniforms. Using the same place that screwed up your uniforms last year? Yes. Very productive on indoor facility and sounds like it’s moving forward. Not sure yet but it may be full size covered with washrooms and change rooms.
COMMITTEE REPORTS
Sponsorship – written report. Talk of doing Tim Horton’s and that kind of fizzled. If we are going to do it, we need to do it in the Spring to be ready. Had one sponsor ready to go and one not quite. We need direction – are we going for a national one or just local? Do we have to tie uniforms to it? Can’t we get Tim Horton’s to do an age group? What about Tim Horton’s sponsoring Indoor? Right now McDonald’s in Rutland sponsors our U8 and U10 indoor groups. On indoor soccer, a lot of kids play hockey and can’t do indoor soccer; what about them playing in the tournament? All depends on the tournament organizer. COYSA sanctions it but the students of the Okanagan School of Business do all the organizing. Tournament organizers determine how to run it. Can forward suggestions on. Clubs can make other indoor or outdoor tournaments if they want something. We don’t make those decisions at this table.
Facilities-all information went out to Club Chairs and hopefully COYSA members also took it to their Clubs. Got some feedback and questions by email. How will the cost for shared items between KU field and COYSA field / geotechnical etc? KU has their own contractor and if we used the same we would share evenly but if we got own, would pay our own. Would like to see a tender process. Yes, would have 3 bidders. Extra stuff within budgeting – specific to if we are going to charge an extra fee? That’s for a possible for later; a round table discussion. Why does the Facility Committee only have 2 board members? Only 2 people were interested in doing the work. Should have someone from each Club on the Committee. At the beginning of the year, no one else wanted to be on it. Other Clubs if they want to put members on for operational Committee things we can look at that. Right now we are where we are. Estimate was given out and budget presented to Clubs. Discussed last meeting, budget, operational things and then after that sent to Club Chairs. There should be a motion tonight. Lawyers. Were looking at the agreement between KU and COYSA. Voted to go to lawyer. Better each party has a different lawyer. Deanne Stone has the nuts and bolts and will do some tweaks and the cost is probably in the range of $1,000-1,500 with an outside high end $2,000. The agreement is because of the same licensing to occupy the land. Essentially COYSA is leasing from KU – no monetary value. School District 23 wanted the one person to deal with. Right now we said we should have a lawyer but to engage the lawyer, we need to pay. Before we can go to tender, there’s some geotechnical work that has to be done in order to get the information the bidders need. The design aspects to get out for tender so they have the accurate information on what they are building.
October 13, 2016 Motion #974 It was moved and seconded to release funds up to $2000 to retain a lawyer to complete the contract between COYSA and KU. 11 for. 1 abstained (Dan Turner). Carried.
Geotechnical and design plan within the ceiling of $20,000 would include both of those aspects. The geotechnical aspects have to be completed to be able to move forward with tenders. They need a plan to source out costs. No work is going to go on now but we have to have a plan. Need to have the steps in place. School District wants to be able to utilize these structures for their students. Randall was to pursue what he could, came back with numerous pieces of information and would now love to see a motion forward. Project is at where it is, can’t go any further until we see what is in the ground, but in order to do that, have to have someone interpret it and that would be a plan. We are at a point where there are people that need to be brought in to have the project go forward. We have to believe that the direction Randall is taking us is the right way.
October 13, 2016 Motion #975 It was moved and seconded that we release the funds for the geotechnical, engineering and design up to $35,000 for the COYSA field, getting 3 quotes, contingent on acceptance by the COYSA Board of the legal agreement. 11 for. 1 abstained (Will McFadyen) Carried.
Fair to look at quotes. Moving forward anything should have 3. Should look at a firm that has structural and mechanical all in one. KU is principal of property. We are sublease to KU. This motion is going to take time to get quotes and tenders. The lawyer should have the agreement by next week. That’s going to come before the other. It’s all contingent on the agreement being sound. What about School District and them only wanting to only deal with one group? Can’t COYSA be the one group? Not going back there, it’s already been decided, KU started the process with School District. This gives the ability to get some tenders and doesn’t say we have to do it. It’s all coming back to this table.
In terms of committee stuff, in the process of working on this and as we get closer to the AGMs, will talk about committees and put the invite out to have people involved in ongoing. Could be a representative from the Clubs that could be a Board member or not. In any Committee there’s a lead person and then the Committee has a mandate to work on that portfolio and then brings information back to the Board. Just the principle of it; all Clubs should be represented. This is our standard form for all committees, no one puts up their hand but suddenly it’s important and after the fact all the work is done.
Let’s recognize Randall and all the work he’s done to get this project this far. (Round of applause). Randall thanked everyone, feels we are at the point where we are going to create something great: not just on the Committee, but on the COYSA Board.
Our November meeting is the last one of this Board and we will have a few light refreshments.
CORRESPONDENCE
BUSINESS CARRIED FORWARD / NEW BUSINESS
ADJOURNMENT 9:44pm
NEXT MEETINGS:
Wednesday, November 9, 2016 @ 7:00pm (last meeting of this Board)
Wednesday, November 30, 2016 @ 7:00pm (AGM)
October 13 2016 Minutes Page 1 of 3