Ramona Soccer League Board Minutes

Jan 5, 2012

 Agenda items:

1. Meeting called to order 6:38pm by David Jordan
2. President’s opening remarks: Welcome to Ramona Soccer League 2012.
3. Review and approval of December 2011 minutes.  Julie Njaa motions to approve minutes, Brenda Dolan 2nds the motion. All in favor, none opposed, no abstentions. Motion carries.  Minutes approved.
   1. Positions as listed above confirmed. Julie Njaa motions to accept list of positions. Divelle Stacy 2nds the motion. All in favor, none opposed, no abstentions. Motion carries. Positions as listed above approved.
   2. Julie has letter for bank with outgoing signers being Dawn Perfect, Joey Breeze and Lisa Charbonneau and new signers to be David Jordan, president, Divelle Stacy, Vice president, Kathy McKown, Rec treasurer and Julie Njaa, Intra treasurer. Lisa Charbonneau makes a motion to approve. Divelle Stacy 2nds the motion. All in favor, none opposed, no abstentions. Motion carries. New check signers.
4. 4) Errors and Omissions Insurance: In the State of California anyone who sits on a board is subjected to legal liability. The insurance is for in the event someone wants to sue the board and/or individual board members. Divelle Stacy researched a business located out of Del Mar. Three quotes are needed if over $400. Lisa Charbonneau motions to fact find and e-mail out information to board members by next meeting January 16. Rocina Rodriguez 2nds the motion.  All in favor, none opposed, no abstentions. Motion carries. Fact find insurance and e-mail board members by next meeting.
5. 5) Accounting Review and Taxes: Julie Njaa suggests that with two new treasurers coming in that the books need to be reviewed. Beth Lessler points out that the by-laws indicate that an audit is to be conducted annually by 1 March. Julie Njaa clarifies that this is not an audit, just a review to see where we are at. The board will pay the individual and they can donate back if they so wish. She suggests            and Denies Moe and other board members express concern and prefer that the person not be a parent with a child playing soccer or a coach or anyone affiliated with RSL. Divelle Stacy makes a motion to pay Chandra Morton, but rescinds that motion and instead makes a motion that Julie Njaa and Denise Ragsdale-Sothman work together on a committee on the accounting review and that they make a sound decision not to exceed $250 and to not choose a person involved in soccer, and they be licensed/bonded and report back next meeting. Justin Jordan 2nds the motion. All in favor, none opposed, no abstentions. Motion carries. Julie and Denise will chose individual to review books and report back next meeting.

Divelle Stacy reports that there is a tax lien dated October 18, 2011 with no resolution. By-laws state the retiring treasurer will have 30 days to bring the books to date, but will not be relieved until taxes are prepared. Julie Njaa does have the books for Intra, but Kathy McKown does not yet have books for rec. She reported that she has called dawn perfect with no reply. Ward and Associates did the taxes last year and Kathy McKown will contact him to inquire about tax lien.

A board member claimed that the by-laws state there will be two signers on account checks and Lisa Charbonneau suggested we enforce the by-laws.  Kathy McKown made a motion to order checks with space for two signatures. Lisa Charbonneau 2nds the motion. All in favor, none opposed, no abstentions. Motion carries. Checks with space for two signatures will be ordered.

1. Spring Soccer registration: Justin Jordan makes a motion to allow kids to play up in Spring soccer, if the parents request this. Denise Moe 2nds the motion. All in favor, no opposed, no abstentions. Motion carries. Kids will be allowed to play up in Spring soccer. Lisa Charbonneau has ordered new signs, as previous signs are old with old information. The new signs are generic so that they may be reused. She has placed some ads in the Ramona Sentinel, which cost $175, $225 and $225. She would like to place one more “last chance” black and white ad for $175. In addition, she would like to order four banners that state “soccer sign-ups today” for the amount of $90 each and have flyers copied for $65 to distribute at schools. Divelle Stacy makes a motion to allow the additional ad, the four banners as well as making copies of flyers. Cynthia Rios 2nds the motion.  All in favor, none opposed, no abstentions. Motion carries. Additional ad and 4 banners allowed. Laurie St. Pierre will check with UPS to see whether RSL still has account there for making copies. She will have copies of the flyers made for school. With regard to scholarships – parents will be told there are no guarantees their child will get a scholarship, but the parent is to provide free lunch information from school as proof, complete an application and give a $35 deposit. The name and information will be taken to the board for a vote. Lastly, copies of birth certificates must be provided for all new players.
2. 7) Rec Soccer Clinics: Justin Jordan reported that the Intra coaches have agreed to put on a free clinic for rec soccer players. The dates would be January 20 and 27 and the time would be 5:30-6:30 p.m. PENDING SOFTBALL APPROVAL TO USE THEIR FIELDS. Rocina Rodriguez made a motion to approve this. Laurie St. Pierre 2nds the motion. All in favor, none opposed, no abstentions. Motion carries. Free soccer clinic January 20 and January 27.
3. 8) Treasurer report of Outstanding Bills: Julie Njaa requests approval to pay the following bills:  Jim Shultz referee fees $210; Mrs. Flores refund of $300; Amy Smith tournament refund of $605 and trainer Justin Jordan fees $855.45. Lisa Charbonneau makes a motion to allow. Deena Vizcarra 2nds the motion. 18 in favor, none opposed, 2 abstain (Justin Jordan and Tim Smith).  Bills being paid approved.

OTHER ISSUES:

Ernie stated that Saturday and Sunday Pony baseball asked that nobody be around those fields, as they asked that nobody be around those fields, as they are putting up lights. Security guards will be posted. Fields are closed after tomorrow. Ernie needs to months for sod. Fields need to be open by February 27, as March 4^th Spring Soccer begins. Justin Jordan will look into fields for teams to use in meantime. Justin Jordan and Burton Damon will speak with Ruben, who is requesting continued use of fields,

Burton Damon would like to get light for timer installed. He would also like an outlet to move the fridge closer to snack bar. He has a quote for $184 for outlet and installation. Lisa Charbonneau makes a motion to allow as long as cost not to exceed $200.Rocina Rodriguez 2nds the motion. 20 in favor, none opposed, 1 abstains (Lori St. Pierre). Motion carries. Moving of outlet approved, not to exceed $200.

Lisa Charbonneau makes a motion to have the P.O. Box changed into David Jordan’s name (a letter has been drafted). Deena Vizcarra 2nds the motion. All in favor, none opposed, no abstentions. Motion carries. P.O. box to be changed.

Lisa Charbonneau makes a motion to re-key the building and snack bar. Eric Njaa 2nds the motion. All in favor, no opposed, no abstentions. Motion carries. Building and snack bar to be re-keyed.

Justin Jordan will call the community center with regard to the center being opened on Martin Luther King Day for our next board meeting.

RSL website will indicate field closure, Spring soccer sign-ups, provide updated registration forms, update board members and update board meeting dates

Meeting adjourned 8:28pm

Minutes taken by Tina Marin/Secretary