Lake Country Youth Soccer Association

AGM 2019

[Author name]

Lake Country Youth Soccer Association

AGM November 13, 2019

Agenda

1. Welcome and Introduction of Board Members and Guests2. Adoption of Agenda3. Adoption of Minutes from AGM, dated Nov. 14, 20184. Chairman’s Report5. Treasurer’s Financial Report

Approve Budget6. Equipment Manager’s Report7. Risk Manager’s Report8. COYSA Report9. Administrator’s Report10. COYSA Chairman’s Comments11. Question’s and Comments from Members12. Election of Board Members:

VotingMembersChairpersonVice ChairTreasurerRisk ManagerEquipment ManagerDirector at Large 1SecretaryDirector at Large 2Non-Voting MembersCOYSA Rep 1COYSA Rep 2COYSA Rep (Alternative)

13. Draw for Free Family Registration14.Adjournment of meeting

LAKE COUNTRY YOUTH SOCCER ASSOCIATIONMeeting Location: Beasley Clubhouse, Lake Country, BC

AGM MEETING MINUTES: November 14, 2018-----------------------------------------------------------------------------------------------------------------

Board Members:

Terry Bannick- Risk Management

Jackie Lanthier- Vice Chair

Rob Hopkinson- Equipment Manager

Mary Ann Knoll- Treasurer

Cliff Jensen- Chairman

Dan Rogers- LCYSA COYSA Rep

Amanda Cormack- Member at Large

Absent:

Steve Milne- Member at Large

Jason Scott- LCYSA COYSA Rep

Staff:Heather Ruth- Administrator

Guests:

Members (refer to sign in sheet)

Jennifer Bernier- COYSA REP

Meeting Called to Order: 7:02pm

Motion to Adopt Agenda: Mike Ley to motion, Unanimously Passed

Approval of Previous Minutes-

Mary Ann to motion change Dan Tauber as present, Robin Cassan to second, unanimously passed

Motion to adopt Budget:

**Change the titles to Director/Member at Large positions to Director of Junior Division and Director of Senior Division changed in Agenda- Terry**

Chairman Report: Two new staff members joined our Club

o Karli Weller- Referee Schedulero Tyson Lanthier- Referee Mentor

Both did an exceptional job in their positions Karli had a 100% fill rate in the spring session which is phenomenal Tyson did a great job mentoring our young referees, to ensure that

they felt confident in their decisions and calls Great leader and mentor

o Morgan Ratliff- U6 Co-ordinator Did a phenomenal job and has lots of energy during this program

Administrator- Heather does a ton of work through out the yearo Doing the grunt work for the club

Chairman- Cliff Jensen is stepping down this year, after 3 years of being on the board

o Looking and hoping to get some good replacements for the coming yearo Will be staying on as past chairman to help the board get organized and

situated o It will be good to have some new blood, ideas and participation in our

growing club

Key changes we did in 2018:

Purchased a referee head set to help with the mentoring, and communication is better

Created the two paid positions referee mentor and referee scheduler Purchased the Administrator a new computer Ran regular Goal tending clinics with the Whitecaps through-out the spring, found

it harder at the older age group to field sufficient player participation Upgraded the building down stairs, gave access to the U7 and U8 coaches to

have access to setting up the nets for the small sided games Construction in our equipment room, thank you for Big White for partial donation

in labor and materials Increased the referee fees, and essentially COYSA adopted the pay scale that

we came up with it

o ? is there a pay schedule or pay amount on line to be viewed? (Courtney Holmes Peters)

o Each club is responsible for their mini referee pay- and Heather to post on our website for parental reference

o Check out Al Ryders website to see the pay scale; district rates kelownaref.com

Registration, we are slowly moving our date to October 1, with a savings incentive of $30/player before December 1

o This will benefit the club for Team Formations Team Declaration confidence Budget Confidence Coach Assignments, certification, CRC’s Less conflict with OKIB Equipment estimates

What is the discounted rate going until? December 1 with an increase to $200 (Courtney Holmes Peters)

Treasurer Report: 2018 we were a little bit behind in getting registrations, late registrations create a

tough decision in some of our expense decisions OKIB was down in registration as our main fundraiser again kept the spending at

a bit of a freeze point o So this early season was a bit more conservative o We received the gaming grant again this year, so thank you for all coming

out as this helps when we report to the gaming grant the active members participation in our AGM

We are at the lowest in 4 years of revenue Referee fees is up this year and that is a good thing, because that means we had

a high fill rate with referees We are looking at using different uniform suppliers, Rob is investigating that for

next year to see if we can either cut costs, or have a more equilibrium in our relationship

o Surplus: we would really like to spend that money to help with our training our coaches and players moving forward

Every 3 years we buy all our practice balls, and we buy in a 3 year batch 2019 we will be doing this again

Restricted cash is money that the board set aside for special projects, capital expense items

Interest seems to be low in the cash reserves? Can there be anything to increase that in the future?

If we could carry that through out the year, possible investment could be a future option

o GIC short term o High Interest Savings account

We are looking at switching banks right now NO fee high interest savings account as an option

**Terry- We as a board are discussing how we want to handle the OKIB moving forward, either increase or decrease enrollment

We are open to suggestions if the members have any ideas please submit

Suggestion:

Bathrooms to be open earlier for U6 soccer- inquire regarding portable washrooms during the beginning of the season

Could we have a more regular access to this building, earlier in season for more people?

Bank Fees- so high?

We are not a large merchant, we pay a hefty fee for credit cards o Downside for cash cheques takes time and effort, automatic fee system

has created more ease in the collection processo E-transfers are not accepted by most non profit clubs

We are looking into banking issue so that we can operate more like a business vs a mom and pop set up to ensure more efficient costs moving forward

Motion to adopt the 2019 Budget: Chad Cormack to motion, second Bill Schilling, passed unanimously

Equipment Report: New game balls, lots of socks, looking at new suppliers to see about uniform,

and always looking at possibly the reuse of uniforms We have a much more efficient room, easier to find things What do you have to purchase?

o Possibly look at short return program? To be investigatedo We order the shirts and shorts as a kit

We can order the kits without itemso Old soccer cleats- drop off, swap table during the Jamboree (cleats and

shin guards) o We have donated to local groups that are in need with some of our surplus

equipment or uniforms

Heather to put the pictures on the website regarding the donations to Africa Teams

Risk Management: CRC- we went with an online system, its free of charge, Terry received report

directlyo To this date we have a 100% clear rateo Its easier to manage and less hassle for tracking people down

Certification Coacheso BC Soccer mandate that all coaches have to have certification

New, and returning as they move up in age group training Most of this work has to be done before April field play day

Again this leads to why we are moving registration forward to alleviate the process behind the scenes

Help with recruitment Courses are put on by COYSA

o So the sooner we have the coaches the easier it will be to get the coaches through their certification

o We have a few coaches that fell through the crack due to scheduling that did not receive they certification

o Feel that COYSA could put on a few more courses for certification later on in the year

We are looking into putting on our own courses, but with the low numbers it sometimes not a fiscal responsible decision

COYSA Report: COYSA LCYSA Rep is really fun

o It’s a place to have our voice heard at those meetingso You can be on competition committee – really enjoyed that process

Got to meet lots of people Learn how to budget your time in travel time You come to the board meeting at LCYSA and than you bring all

the boards questions to the COYSA board who is our governing body with BC Soccer

Time is not excessive, yes and noo There are lots of different committees within the board o However we haven’t had the people base to get all the wonderful things

we have instore initiated The more people to do the work the more we can get accomplished You get to be learn the larger picture of how soccer is run here in the Okanagan

Jennifer Bernier- COYSA Rep

Thank you Dan Rogers for sitting on the board

Heather good use of your Facebook Page and using the live feature

Survey in circulation regarding the Fall Season- it will be open until the end of December

So far only 100 LCYSA members have filled out the survey Terry sees the survey as unclear as to the process of how the fall season will be

handledo Eludes to a loss of games played with the removal of the fall period o Fields become an issue in booking-

City of Kelowna dictates when we get to be on the field So far the majority that have filled the survey- is leading to a spring

only season A feel for a small concerted effort to not change the way things are done, but a

large consortium that would like to see a change Cliff- take the time to fill out the survey, write your opinion and send it off

Has the club ever thought about doing something to help those players who excel in soccer to get some extra benefits?

Our numbers sometimes we only have one team per age group We would love to see this expand Within the association- over three over lapping age groups kids to come together

to play a fun gameo WhiteCaps program could be added into this possibility- increase in

training Being a small club has a lot of advantages-

o We can make changes on the flyo Opening Jamboree is something we are able to do that other clubs are

not Kids are gonna find their way and soccer will be a success more than it already

is because those that stick with it continue with the love for soccer We have some good potential in Lake Country with all the development moving

forward

Elections

Chairman Nominated by Heather Ruth- Dan Rogers Accepted

Vice Chair Jackie Lanthier to standRisk Management Terry Bannick to stand Treasurer Mary Ann Knoll to standJunior Division Manager-Director at Nominated by Dan Rogers- John

Large Brennan acceptedSenior Division Manager-Director at Large

Nominated- Ryan Slozka accepted

COYSA Rep Jason Scott to standCOYSA Rep Stephanie GudbransonEquipment Manager Rob Hopkinson to stand Secretary Vacant

Director at Large- Junior Division: Various task as required by the Board, particularly those associated with the Junior Divisions (U7-U12). Assist with team formation, coaching organization, WFC program volunteers. Work closely with Risk Manager

Director at Large- Senior Division: Various Task as required by the Board, particularly those associated with the Senior Division (U14-U18). Represent LCYSA on the Tiering Committee. Assist with team formation, coaching organizing, WFC program, volunteers. Works closely with Risk Manager

Equipment Manager: Order, organize, distribute and maintain all of LCYSA’s equipment, including uniforms, nets balls, benches, store rooms etc. Works closely with Treasurer and helps with U7 coaches initiation

Risk Manager: ensure all coaches have CRC and certification and over see the Directors. Over see team formation, coaching assignments, support discipline WFC program

Treasurer: oversee all financial records, expenditures, Profit and loss statements, gaming grants and budgeting for the season

Vice Chair- provides assistance to the chairman in his/her absence. Represents LCYSA on COYSA discipline committee

Chairman- spokes person with LCYSA, co-ordination of board and administration activities, liaison with District of Lake Country, COYSA, BCS. Chair all LCYSA meetings, co-approve expenditures, act as primary spokesperson for LCYSA

Free Registration draw- Winner Chantall Manzi

Director of Junior Soccer

It has been a very busy but rewarding inaugural season as the Director of Junior Soccer for Lake Country Youth Soccer Association (LCYSA). Responsible for the U7-U12 age groups we recruited 29 coaches and assistant coaches across 19 teams. Working with the Director of Risk Management we ensured that each coach had the appropriate training and criminal record checks in place. As a liaison between the LCYSA and all small-sided coaches the focus this year was to increase communication to ensure coaches had the information and resources they needed to be successful. A few improvements that could be made going forward:

         The process to recruit coaches will need to be done earlier next season to ensure coaches have enough time to register for training courses. By the time coaches were recruited this year many of the courses were either full or were no longer available and additional courses had to be requested.         Provide tools for coaches to communicate with their teams more effectively (SportsEngine)         Improve the process to recruit and retain coaches         Provide a resource package to coaches at the beginning of the season (including jersey, sample session plans, contact info, important links, access codes, etc.)         Connect with coaches on a regular basis throughout the season 

Thanks John Brennan

Equipment ReportDuring this, my second year as equipment manager, we have addressed a few elements of the equipment ordering and replenishing systems.

One of the main topics of discussion with uniforms has been how to address textile waste. We looked into having the uniforms returned every fall for redistribution in the spring but that opens up a mountain of logistical and storage issues. Not to mention volunteer hours to administer. We have decided that this year we will again order complete uniforms for every team, so that we have guaranteed supply, but on the registration form ask players and parents if they are requiring shorts and or socks. The Jersey will still be renewed every year. This allows us different sponsor arrangements and slight changes in the jersey colour will go unnoticed. We have also decided to use a more locally based supplier so that we are supporting local valley business.

On the equipment front, we supplied new game balls to each team this year that were well received. All the coaches and assistant coaches received a new coach’s jersey and the graduating from youth soccer U18 players all received a personalized carry all bag. A tradition that was started last year and we plan to carry forward. We have placed an order already for next year that replaces worn corner flags, practice nets, junior and full size nets as well as a few more game balls. The uniform order that we are working on at this time also includes a new practice ball for each player.

A comment that is has been heard and relayed by some of our coaches is that LCYSA is a well-organized and equipped club. This is a testament not only to this board but previous ones as well. It’s rewarding to a part of that legacy.

Rob Hopkinson

LCYSA Equipment

COYSA REP REPORT 2019

The 2018-19 Soccer Season was a year of change with in Coysa as long time Chair Dan Tauber stepped down and was replaced by incoming chair Jen Bernier. The board turn over was 30% which left a mix of new and old board members with some more active reps coming from KU and RYSA. The board struggled with regular attendance from some of the clubs leading to disjointed conversations but this is the plight of a volunteer board.

The Coysa challenges for this season began as the new artificial turf field in Rutland became operational. The field is an asset operated by Coysa have contributed funds to the budget of COYSA and helped to pay for the first year of centralized referee inactive saving each club substation fees.

The new fields were not with out controversy as they neighbor that back on to the fields and the Rutland Soccer Bubble have had their reservations.

Centralized referee scheduling/ mentoring was put in place for 2019 season, shifting the burden off the clubs to organize these parts of the season. Coysa wanted a standardized level of support for the referees as some clubs were better organized and were offering bettor mentorship. Coysa paid for the referees/ mentoring for the 2019 season saving each club a substantial amount of money.

A shortage of referees is a going concern in all soccer leagues so please considers this as part time job for your young soccer playing children.

The major efforts this year at Coysa was the change in format of the fall season requested by the membership through multiple surveys. The effort was spear headed by Jen Bernier Coysa Chair with help from KU, Lake Country, Rutland and Kelowna clubs.

West Kelowna and Mission wouldn’t send anyone to represent their interests despite efforts to have them included. This ultimately became an issue as after 6 months of work the absent clubs wanted their voices heard and politics caused the approved vote of seasonal change to be over turned at the last Coysa meeting of the season.

Although the vote was to delay the implementation of the seasonal change was only voted on for a 1-year period, the lack of effort or interest from West Kelowna and Mission will likely result in the death of any meaningful seasonal change in the future.

Over all the Coysa board experience is a positive one as it is generally a group of mainly parents looking to make choices that better soccer for the 4500 players in the Central Okanagan District.

The 2019-2020 Coysa board should be an interesting one and Lake Country will be looking for a second Rep to attend the meetings. Please express you interest if you would like to volunteer.

Jason Scott , 2017-2019 Coysa Representative, Lake Country

2019 LCYSA Registrar’s/ Administrators Report

We had 439 children registered with Lake Country Youth Soccer Association, an increase from 2018. This season we accepted players from Rutland Youth Soccer in the U16 girls age group to ensure all kids wanting to play soccer were able to.

LCYSA hosted the Okanagan Icebreaker Tournament, our annual large fundraising tournament in early April 2019 where we had 71 teams registered from BC and Alberta. One team withdrew due to player commitment, so 70 teams played over the Easter Weekend. Once again it was a great success as we were able to remain here in Lake Country. We are hosting this tournament again in April 10-12,2020 and are always looking for Volunteers to help us ensure the event is run smoothly. It’s a ton of fun and lots of great soccer to watch.

A big thank you to all those who volunteered in the 2019 season, especially

to all the Parent Managers and Coaches for all ages (U6-U18). A giant thank you for our U16 girls coach Joella whom was attending University and had a fun year with the girls coming second in their age group at the Kelowna Cup. As well, our U14 girls team coached by Leslie Bryant took a Silver in their grouping as well. Our U14 boys team coached by Steve Milne and Terry Bannick as well took a Silver in the Kelowna Cup. Without you there would not be soccer in Lake Country and it was great to work with all of you.

This year was a great collaboration of efforts by all volunteers from coaches, board members and parents I thank you all.

Thank you to all our sponsors, Dairy Queen, Sweet Legs, Gord Turner Renovations, Cabin Forestry, I’sola Bella and especially IGA, who donated to the Opening Jamboree, and the U6 windup BBQ. As well, SunRype for their generous donation of goodies to the Opening Jamboree and Okanagan Ice Breaker, thanks. This year we also had McDonalds donate to our volunteers coffee and muffins during the Okanagan Ice Breaker, greatly appreciated community support. If you are interested in sponsoring this club, please let us know so we can support you as a business while supporting the growth of LCYSA.

For 2020 season we have opened the doors for registration as of November 15,2019. It is a little later this season as we have decided to move registration systems to one that will benefit the club as a whole. After careful consideration and testing the board with recommendations from the Administrator have decided on SportsEngine. After a long registration period last season and with many complaints on the registration system, with duplicate accounts due to password reset issues, moving to a new all encompassing system should alleviate mass confusion, I hope. As well this system will update our website to make it user friendly, easier to navigate and more functional as a whole for the club. Integrated into our new system, is a coaching tool (like TeamSnap) that will be provided to all coaches this season, to make communicating with their teams easier and more seamless.

As always, as your Administrator I enjoyed and had a wonderful season, getting to know more parents this year. I will always be looking for ways to be more efficient, accessible and forward moving to ensure we stay current and technologically up to date. I am here for you as members and for the players to ensure the season runs smoothly. If you have suggestions, ideas, problems, please never hesitate to contact us through any means (the best is email or phone). As if we are unaware of situations, than as a board we are unable to correct and mitigate to make changes in a positive direction.

Our U6 program this season, saw a successful change from Friday night to Thursday night, was received in a positive manner. Huge thanks to Morgan Ratliff our 2019 coordinator for all her hard work and dedication to this program. We say goodbye and good luck as she is onto new ventures for the coming season. With that being said, we will be hiring for this position in our new year of 2020. Posting will be on our website once open.

Thank you to our Board members who work tirelessly to ensure that soccer is a sport kids want to return to each year. Without a dedicated board soccer would not be possible here in Lake Country. So please consider getting involved with LCYSA in 2020 to ensure soccer continues to flourish and grow within our community.

Submitted by Heather Ruth Administrator/Registrar LCYSA 2019