Urbana Soccer Association Monthly Meeting Tuesday, August 16, 2005 Ijamsville Methodist Church   Attendees:  Karen Selwyn, Al Selwyn, Harry Hurst, David Ward, Herbert Avila, Stephanie Downs, Andy Keen, Charlotte Jordan, Quentin Davis    USA President David Ward called the meeting to order at 7:41 pm.    Minutes:  The June meeting minutes were approved by Harry Hurst and seconded by Al Selwyn.   Registrar’s Report:  (Karen Selwyn Urbana has 404 players registered for the fall.  Coaches need to notify Karen if they have any players that drop out.  There are waiting lists for most age groups.   Treasurers Report:  (Herbert Avila) The Field Fund has $8,035.35 and the Operating Budget has $38,590.54 in the treasury.  The Operating Budget includes sponsor and registration deposits.  Expenses paid include U8 Pentaleague fees, Field Maintenance, Uniform deposit, Play Day T-Shirts, FCYSL fees and merchandise.  Fall expenses that still need to be paid are equipment, uniforms and MSYSA fees.   Vice President’s Report: (Harry Hurst) Harry needs to provide an insurance form to WKMS & Urbana Elementary.  Harry will also need to provide a form to Parks and Rec.  Harry will call MSYSA for verbiage needed for Parks.   Secretary’s Report: (Stephanie Downs) Nothing to Report   Coaches Education:  (David Ward) There will be an F License course given in Olney on September 10th.  Information on Coaches Education can be found at:   http://msysa.org/.    U10 Professional Coaching:  (David Ward) Brett Haight of FC Frederick will provide four practice sessions for all Urbana U10 players starting on Sundays in September.  The sessions will be held Sunday Evenings (9/11, 9/18, 9/25 & 10/2).  The time of the sessions needs to be confirmed.  All Urbana coaches are welcome to attend.    Field Maintenance:  (Rod McNiff/David Ward)  School approval is required to close the WKMS fields for maintenance.  David has spoken to the new principal at WKMS and will need her approval plus the approval of PE staff to complete the renovation to the field.  The start date for the work is scheduled to take place on 9/15/05.  Additional field space discussed was Centerville Elementary and Urbana Middle.   Field Lining:  (Rod McNiff/David Ward)  The initial field lining for the upper and lower fields was done last weekend.  Both the upper and lower field were placed diagonally to repair worn areas in the grass.   It is hoped that we will have both a U10 and a U12 field on the lower field area in the Spring.  Rod will email a Fall field lining schedule out for coaches to line either the U14 or U10/U12 field.  The fields need to be lined every week to maintain the original lines.  The upper field takes about 35-40 minutes and the lower field takes about 25 minutes.  The best days to line the fields are Thursdays or Fridays.  If you wait until Saturday, games start at 9:00 a.m. on both fields.  If you have a volunteer to line the field, please make sure the volunteers are adults only.  David will paint boxes on the lower field for Pentaleague play.   Equipment:  (Herbert Avila).  Herbert has ordered all the equipment for the fall.  The only equipment not yet received are paint and nets.  The board voted to purchase 40 additional balls but due to turned in equipment, Herbert only had to order 20.  There are game balls missing from the shed.  There are three missing size 4 balls and 2 missing size 5 balls.  The game balls are Select Royale and are quite expensive.  David will send out an e-mail regarding the missing balls.   Mandatory Coaches Meeting (David Ward)   There will be a mandatory Coaches meeting at the Urbana Park pavilion on Wednesday, August 24th at 7:30 p.m.  David will go over uniforms, Play Days, League games, Pentaleague games, incident reports, etc…  Coaches that cannot attend need to send an assistant coach.  League game schedules will not be available until after August 31st.    Merchandise (Harry Hurst)   Urbana wristbands are in and sleeve ties are on back order until Sept. 15th.  Harry is working to find another vendor.  A fleece blanket with an Urbana logo will be presented to Advantage Homes and David will call sponsors for jackets sizes.    Sponsors (David Ward)   We now have 25 sponsors, one for each Urbana team (including U19s)!  We have 7 new sponsors and all the sponsors will be on the Urbana website.  Sponsor gifts will be given out with sponsor plaques.   Pictures (Charlotte Jordan)   Pictures have been scheduled for all the teams and Charlotte has handed out about 350 of the 400 picture forms!  She has given out the photographer’s (Bill Adkins) information on a form to the coaches.  The U6 players will have their pictures on September 17th.  Pictures should be out early this year.   Steel Soccer Goal-Free (David Ward)   Urbana has one steel soccer goal left that is available for the taking.  It is 6’x18’ and is very heavy.    USA Party Cancelled (David Ward)   The USA Party has been cancelled for the Fall.  We will try again in the Spring.   Coaches Game and Picnic (Stephanie Downs)    There will be a coaches soccer game and picnic for all Urbana coaches/volunteers and their families.  It will be held on Labor Day weekend.  Stephanie will email details this week.   Referee Fees (Herbert Avila/David Ward)  Referee fees need to be paid by Urbana coaches at all Play Day and League games.  Herbert will try to have checks for coaches at Coaches meeting on Wednesday, August 24th.   Play Day Games - August 27th (David Ward)  We will have a Play Day on Saturday, August 27th for all Urbana teams.  U8’s will play Pentaleague style and U10’s and older will play a regular size games with refs.  Coaches need to email David to confirm the Play Day email was received and understood.  David needs help with set up for the Dutch 4v4 on Saturday evening after the later games.    Dutch 4v4 - August 28th (David Ward)  We will also have a Dutch 4v4 for all Urbana players on Sunday, August 28th.  U8’s will start at 12:00, U10’s at 1:30, U12’s at 3:00, U14’s at 4:30 and Adults/Open at 6:00.  This is a ½ hour earlier for each group than originally reported.  Within each age group, all Urbana players are mixed up on teams and receive points for wins, goals and ties.  The teams are then mixed up again for additional play.  There will be an Urbana merchandise tent set up for purchases and merchandise order pick ups.   Summer Pick Up Games (David Ward The pickup games will continue until the last Monday in August.  Herbert is hopeful that next summer the pick up games can be promoted and Urbana high school players and adults will be encouraged to attend.   Youth Nights at UHS (David Ward)  Urbana players will be invited to one Boys Soccer home game and one Girls Soccer home game (hopefully early in the season).  Players and Coaches with Urbana Jerseys will be allowed in to watch the games for free and there will be $1 worth of concession money provided to each player.  David is hoping that at least one USA team could be introduced during the start of each game (with the Urbana High School players).  Karen will call the Athletic Director at UHS to set up.   Refrigerator Magnets (David Ward)  David would like to distribute refrigerator magnets to the Association with Urbana and FCYSL phone numbers and websites and registration info.  It was agree that this should be distributed with registration packets in December.  The magnets will be business card size.   Harry will call the vendor that supplied the Urbana car magnets for pricing.     New Business:  (All) Uniforms will be ready by Friday, August 26th and will be placed in the shed for pick up.  Coaches need to distribute on Saturday, August 27th before Play Day games.  If there is a size problem, it can be exchanged.  Kim Goldstein is the uniform coordinator.  If a player sweats in their uniform, they own it!    The meeting was adjourned at 8:59 p.m.      Next meeting will be September 20th, 7:30 p.m.