Board of Directors Meeting March 29, 2014 at 9 AM WA Youth

www.WashingtonYouthSoccer.org
PHONE (253) 4-SOCCER · TOLL FREE 1-877-424-4318
Board of Directors
Washington Youth Soccer
7100 Fort Dent Way, Suite #215
Tukwila, WA 98188-7500
Board of Directors Meeting
March 29, 2014 at 9 AM
WA Youth Soccer Office
Doug Andreassen
President
Tom Ament
Vice President
Mark Schuur
Treasurer
Daren Mancini
Secretary
Paula Griffin
Bill Hurme
Patrick Madden
Call to Order: Meeting called to order by President Doug Andreassen at 9 AM
Roll Call: Present – Doug Andreassen, Patrick Madden, Exequiel Soltero, Daren
Mancini, Bill Hurme, Paula Griffin, Tom Ament, Mark Schuur, Dan Vaughn, Chris Wood
/ Present via Phone – Bill Nuttall, Tim Sekerak / Not Present – Greg Rogers / Guests –
Jan Phillips, Yolanka Wulff / Staff – Terry Fisher, Hillary Beehler, Todd Lincoln, Chuck
Porter (via phone)
President Andreassen asked for a moment of silence for the families affected by the
landslide in Snohomish County this past week.
Approval of minutes: BOD Meeting January 24, 2014 – approved as presented
William Nuttall
Greg Rogers
Tim Sekerak
Exequiel Soltero
Danny Vaughn
Chris Wood
District
Commissioners
Mike Todd
District 1
Commissioner
Perry Woodford
District 3
Commissioner
Ron Witherup
Region 5 Director of
Member Services
Stephanie Koerner
District 6
Commissioner
Sven Akerman
District 7
Commissioner
Washington Youth
Soccer Office
Terry Fisher
CEO
Reports
Financials: Presented by Chuck Porter – Finance committee will review the
equity funds and make recommendations regarding their allocation.
Nominating Committee : Presented by Doug Andreassen, Tom Ament, Paula
Griffin and Daren Mancini - Candidates that will be submitted to the Council for vote at
May 2014 AGM are: David Bradley, Mitch Hodges, Dan Popp, Lisa Toepel, Greg
Rogers and Paula Griffin. Current BOD members Dan Vaughn and Patrick Madden will
not stand for re-election. Slate was approved by BOD with Nuttall, Wood and Madden
abstaining. Candidates packets attached. The MAC and Nominating Committee will
develop orientation materials and procedures for new board members.
Select/ RC integration project: Presented by Tom Ament
Policies: Presented by Tim Sekerak – Updated policies approved as presented
(attached)
Region 5: Presented by Terry Fisher – Ron Witherup will end his employment
with Washington Youth Soccer on March 31, 2014.Transition is being handled through
Member Services-Hillary Beehler
Greater Spokane Youth Soccer Association: Presented by Yolanka Wulff
(attached)
MAC: Presented by Hillary Beehler and Jan Phillips – Jan Phillips appointed for
an additional year (May 2014-May 2015) as chair of the MAC. The MAC will develop a
healthy organization self-assessment checklist. Report attached.
Old Business
NCYSA-SnoKing-SSCYSA: Presented by Doug Andreassen
District 6: Presented by Yolanka Wulff (report attached)
Soccer for Success: Presented by Terry Fisher – Execution of the Soccer for
Success program approved to operate at “zero-sum” for FY 2014-15 and 2015-16.
New Business
Harmony Sports Complex: Presented by Terry Fisher – Mark Schuur and Terry
Fisher will meet with local officials to organize details of a $300,000 loan for field
development
Regional Athletic Complex-Lacey: Reported by Terry Fisher (report attached)
Washington Youth Soccer
7100 Fort Dent Way, Suite #215
Tukwila, WA 98188-7500
www.WashingtonYouthSoccer.org
PHONE (253) 4-SOCCER · TOLL FREE 1-877-424-4318
Board of Directors
Doug Andreassen
President
Tom Ament
Vice President
Mark Schuur
Treasurer
Daren Mancini
Secretary
Paula Griffin
Bill Hurme
Patrick Madden
William Nuttall
Greg Rogers
Tim Sekerak
Exequiel Soltero
Danny Vaughn
Chris Wood
District
Commissioners
Mike Todd
District 1
Commissioner
Perry Woodford
District 3
Commissioner
Ron Witherup
Region 5 Director of
Member Services
Stephanie Koerner
District 6
Commissioner
Sven Akerman
District 7
Commissioner
Washington Youth
Soccer Office
Terry Fisher
CEO
Merger discussions-Harbor-WestSound: Presented by Doug Andreassen
Strategic Plan: Presented by Tom Ament and Tim Sekerak – Staff to provide
cadence to BOD for project progress.
Tiered Fees: Presented by Tom Ament
Improving Association engagement/discussion of bylaw amendment proposal from
membership: Presented by Doug Andreassen and Tom Ament – Reconfiguration of
APFM and AGM activities to facilitate member engagement messaging of roles and
responsibilities of various levels of structure to promote better understanding and
engagement.
Good of the Game
Angels in Sports – Doug Andreassen
Appreciation for efforts of Hillary Beehler and Todd Lincoln for contributions in
office relocation process.
Doug Andreassen Farewell Reception – celebration of the contributions made
to Washington Youth Soccer.
Meeting Adjourned at 12:40 PM
Next Meetings
Friday
May 16, 2014
Saturday
May 17, 2014 AGM
Saturday
August 23, 2014
Saturday
November 22, 2014
Friday
January 23, 2015
Saturday
January 24, 2015
Embassy Suites
Embassy Suites
Tukwila
Tukwila
Embassy Suites
Embassy Suites
6PM
9AM
9AM
9AM
6PM
9AM
Washington Youth Soccer
Profit and Loss
Sep - Feb 14
Income
1000i · Registration
1005i · RMA FEE
1006i . RMA Referee
1030i · Interest
2100i · Sounders Community Fund
2201i · Sounders International Game
2202i · Seattle Sounders Ticket Rebate
2345i · Donations
2400i · Tournament Sanctioning
2500i · District Funding
2530i · Awards Dinner Lunch
4999i · Other Income
5620i · Coaches Education
5830i · EPD Tryout Income
5840i · Elite Player Development Event
5850i · EPD Player Pool Team Fees
5870i · Elite Player Development Misc.
6105i · Soccer for Success
6106i · Tacoma United Income
6500i · Regional Club League
6600i · Metro League
6700i · Recreational Cup
6711i · Spring League
6760i · Futsal Cup
6800i · Open Cup Income
6850i · Founders Cup Income
6851i · State Championship Cup Income
6852i · Challenge Cup Income
8220i · Play On Income
8500i · Sponsorships
Total Income
Expense
1005 · Registration Fees
1005 · RMA Fees
1006 · RMA Refund
1010 · Player Insurance
1015 · Vendor Registration Fees
2000 · President
2180 · USYSA AGM
2190 · USYSA Workshop
2200 · Promotion P&R Exp
2260 · WSYSA Meetings
2300 · Depreciation Expense
2330 · Office Expenses
2331 · Mailing Expense
2335 · Member Servies
2340 · Equip & Lease/Maint
2355 · Technology Maintence
2530 · Awards Lunch Expense
Sep - Feb 13
$ Change
% Change
1,065,636.16
170,395.84
20,128.96
6,993.57
18,664.00
0.00
0.00
13,918.40
450.00
0.00
-900.00
210.00
37,530.00
0.00
260,932.78
0.00
0.00
55,718.12
15,105.00
0.00
22,275.00
43,022.00
0.00
5,200.00
0.00
143,350.00
123,630.00
173,005.00
2,625.00
12,500.00
2,190,389.83
1,132,963.91
0.00
0.00
8,021.50
1,280.00
11,667.00
14,975.00
0.00
2,325.00
44.45
0.00
1,607.10
39,990.00
16,563.35
119,250.97
56,460.53
2,054.19
15,591.40
13,110.00
250.00
35,541.00
46,277.31
3,125.00
0.00
-1,350.00
121,541.75
305,349.25
116,873.25
612.50
28,410.60
2,092,535.06
-67,327.75
170,395.84
20,128.96
-1,027.93
17,384.00
-11,667.00
-14,975.00
13,918.40
-1,875.00
-44.45
-900.00
-1,397.10
-2,460.00
-16,563.35
141,681.81
-56,460.53
-2,054.19
40,126.72
1,995.00
-250.00
-13,266.00
-3,255.31
-3,125.00
5,200.00
1,350.00
21,808.25
-181,719.25
56,131.75
2,012.50
-15,910.60
97,854.77
-5.94%
100.0%
100.0%
-12.82%
1,358.13%
-100.0%
-100.0%
100.0%
-80.65%
-100.0%
-100.0%
-86.93%
-6.15%
-100.0%
118.81%
-100.0%
-100.0%
257.36%
15.22%
-100.0%
-37.33%
-7.03%
-100.0%
100.0%
100.0%
17.94%
-59.51%
48.03%
328.57%
-56.0%
4.68%
176,502.00
56,218.50
114,177.34
62,499.35
0.00
12,795.27
217.74
22,223.26
1,237.13
6,240.28
0.00
37,031.60
61.21
5,780.74
6,377.96
4,147.81
49.28
0.00
0.00
0.00
80,100.17
112.71
8,873.05
0.00
10,862.15
2,641.00
22,740.74
0.00
36,113.40
1,772.09
6,960.68
8,813.60
10,953.75
0.00
176,502.00
56,218.50
114,177.34
-17,600.82
-112.71
3,922.22
217.74
11,361.11
-1,403.87
-16,500.46
0.00
918.20
-1,710.88
-1,179.94
-2,435.64
-6,805.94
49.28
100.0%
100.0%
100.0%
-21.97%
-100.0%
44.2%
100.0%
104.59%
-53.16%
-72.56%
0.0%
2.54%
-96.55%
-16.95%
-27.64%
-62.13%
100.0%
EPD
Revenue 5840i · Elite Player Development Event
Expense 5840 · Elite Player Development Events
Net Gain
Revenue
Revenue
Revenue
Revenue
Revenue
Revenue
CUPS
6700i · Recreational Cup
6760i · Futsal Cup
6800i · Open Cup Income
6850i · Founders Cup Income
6851i · State Championship Cup Income
6852i · Challenge Cup Income
Net Revenue
Expense
Expense
Expense
Expense
Expense
6700
6760
6850
6851
6852
·
·
·
·
·
Recreational Cup Tournament
Futsal Cup Exp
Founders Cup
State Championship Cup
Challenge Cup
Net Expense
Net Gain Cups
Sep - Feb 14
260,932.78
180,127.72
80,805.06
43,022.00
5,200.00
143,350.00
123,630.00
173,005.00
488,207.00
Last Year
46,277.31
(1,350.00)
121,541.75
305,349.25
116,873.25
588,691.56
29,422.91
3,952.00
14,600.34
11,891.04
17,110.08
21,694.45
8,342.97
11,368.41
8,019.96
76,976.37
49,425.79
411,230.63
539,265.77
COACHING EDUCATION
Revenue 5620i · Coaches Education
Expense 5620 · Coaching Education
Net loss
37,530.00
45,246.26
(7,716.26)
PML
Revenue 6600i · Metro League
Expense 6600 · Metro League Expense
Net loss
22,275.00
26,123.69
(3,848.69)
S4S
Revenue 6105i · Soccer for Success
Expense 6105 · Soccer for Success Exp
NET LOSS
55,718.12
66,510.69
(10,792.57)
Washington Youth Soccer
Profit and Loss
2531 · AGM STATE
2540 · Region IV Workshop
2835 · Risk Management
2900 · Executive Director Expenses
3100 · Fees- Bank/Payroll/ etc
3200 · Liability Ins
3300 · Payroll
3301 · Payroll - Taxes
3302 · Payroll - Benefits
3305 · Employee Education
3310 · Rent
3311 · Janitorial
3320 · Telecommunications
3330 · Vehicle
4800 · Protest and Appeals
5010 · Technical Director
5620 · Coaching Education
5625 · SYRA
5650 · Schools Outreach
5830 · EPD Tryout Expense
5840 · Elite Player Development Events
6105 · Soccer for Success Exp
6106 · Tacoma United
6107 · Soccer Across WA
6110 · TOPSoccer
6500 · Regional Club League Expenses
6600 · Metro League Expense
6700 · Recreational Cup Tournament
6755 · State League Exp
6760 · Futsal Cup Exp
6820 · Far West Regional Teams
6850 · Founders Cup
6851 · State Championship Cup
6852 · Challenge Cup
8220 · Play On
8500 · Sponsorship
8510 · Marketing
8520 · Television Advertisment
9300 · Audit Fees
9301 · Professional Fees
Total Expense
Net Income
Sep - Feb 14
12,099.56
1,930.30
0.00
5,069.26
657.50
39,310.00
411,627.00
40,114.96
27,038.77
0.00
36,630.40
1,260.00
437.96
13,724.10
906.76
11,674.58
45,246.26
135.12
291.79
0.00
180,127.72
66,510.69
14,132.91
525.00
2,600.06
9,241.16
26,123.69
29,422.91
0.00
3,952.00
4,706.09
14,600.34
11,891.04
17,110.08
38,499.98
780.44
7,699.01
0.00
13,250.00
26,455.88
1,621,342.79
569,047.04
Sep - Feb 13
6,512.44
0.00
5,774.81
8,035.15
5,508.12
18,488.00
369,538.13
37,417.33
31,262.48
146.00
38,516.80
642.24
0.00
9,786.01
0.00
5,181.41
25,233.61
145.77
0.00
8,195.84
187,350.49
94,953.09
13,088.29
647.38
1,412.75
198.30
36,480.41
21,694.45
0.00
0.00
0.00
8,342.97
11,368.41
8,019.96
41,326.59
0.00
14,179.08
1,400.00
12,737.74
35,244.22
1,248,771.61
843,763.45
$ Change
5,587.12
1,930.30
-5,774.81
-2,965.89
-4,850.62
20,822.00
42,088.87
2,697.63
-4,223.71
-146.00
-1,886.40
617.76
437.96
3,938.09
906.76
6,493.17
20,012.65
-10.65
% Change
85.79%
100.0%
-100.0%
-36.91%
-88.06%
112.62%
11.39%
7.21%
-13.51%
-100.0%
-4.9%
96.19%
100.0%
40.24%
100.0%
125.32%
79.31%
-7.31%
-8,195.84
-7,222.77
-28,442.40
1,044.62
-122.38
1,187.31
9,042.86
-10,356.72
7,728.46
0.00
3,952.00
4,706.09
6,257.37
522.63
9,090.12
-2,826.61
780.44
-6,480.07
-1,400.00
512.26
-8,788.34
372,571.18
-274,716.41
-100.0%
-3.86%
-29.95%
7.98%
-18.9%
84.04%
4,560.19%
-28.39%
35.62%
0.0%
100.0%
100.0%
75.0%
4.6%
113.34%
-6.84%
100.0%
-45.7%
-100.0%
4.02%
-24.94%
29.84%
-32.56%
Feb 28, 14
Feb 28, 13
$ Change
% Change
ASSETS
Current Assets
Checking/Savings
A CHECK1-Key
A WA Trust Bank
CD10-WA Trust Bank
Petty Cash
Total Checking/Savings
42,563.62
21,135.89
21,427.73
101.38%
1,412,362.75
1,431,129.26
-18,766.51
-1.31%
244,153.82
243,787.86
365.96
0.15%
20.85
20.85
0.00
0.0%
1,699,101.04
1,696,073.86
3,027.18
0.18%
100.00
1,407.10
-1,307.10
-92.89%
0.00
-225.00
225.00
100.0%
Accounts Receivable
Accounts Receivable
EPD Fees AR
100,481.00
40,531.06
59,949.94
147.91%
Tournament/Other AR
Player Fees AR
26,825.00
19,153.07
7,671.93
40.06%
Total Accounts Receivable
127,406.00
60,866.23
66,539.77
109.32%
110,009.00
107,477.00
2,532.00
2.36%
Other Current Assets
Notes Rec - Current Portion
Prepaid Expenses
5,156.00
0.00
5,156.00
100.0%
Prepaid Insurance
23,365.67
18,728.68
4,636.99
24.76%
Security Deposit
12,156.00
7,000.00
5,156.00
73.66%
150,686.67
133,205.68
17,480.99
13.12%
1,977,193.71
1,890,145.77
87,047.94
4.61%
85,000.00
85,000.00
0.00
0.0%
Computers
48,735.05
47,017.26
1,717.79
3.65%
Equipment
13,832.13
3,949.43
9,882.70
250.23%
Total Other Current Assets
Total Current Assets
Fixed Assets
B.D. - Bonzi
Furnature
26,680.06
9,712.29
16,967.77
174.7%
Leasehold Improvements
10,387.35
10,387.35
0.00
0.0%
1,009.44
1,009.44
0.00
0.0%
Software
Technology
XAccumulated Depreciation
Total Fixed Assets
1,818.24
1,818.24
0.00
0.0%
-131,577.96
-122,544.96
-9,033.00
-7.37%
55,884.31
36,349.05
19,535.26
53.74%
23,722.86
125,859.04
-102,136.18
-81.15%
Other Assets
LT Loan - BIYSA
LT Loan - Eastside FC
108,322.16
135,777.34
-27,455.18
-20.22%
LT Loan - IEYSA
3,552.77
80,552.77
-77,000.00
-95.59%
LT Loan - KYSA
141,457.89
204,949.66
-63,491.77
-30.98%
277,055.68
547,138.81
-270,083.13
-49.36%
2,310,133.70
2,473,633.63
-163,499.93
-6.61%
Total Other Assets
TOTAL ASSETS
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Accounts Payable
200 · Accounts Payable
Total Accounts Payable
0.00
11,862.91
-11,862.91
-100.0%
0.00
11,862.91
-11,862.91
-100.0%
114,177.34
0.00
114,177.34
100.0%
Other Current Liabilities
RMA Club Payable
2105 · Employee 401K Payable
0.00
-2,712.34
2,712.34
100.0%
15,264.56
14,162.48
1,102.08
7.78%
129,441.90
11,450.14
117,991.76
1,030.48%
129,441.90
23,313.05
106,128.85
455.23%
129,441.90
23,313.05
106,128.85
455.23%
B.D. - Building Fund
400,000.00
400,000.00
0.00
0.0%
B.D. Building Fund
189,451.00
189,451.00
0.00
0.0%
B.D. Contingency Fund
246,657.50
246,657.50
0.00
0.0%
Fund Balance
404,839.50
404,839.50
0.00
0.0%
3900 · Retained Earnings
370,696.76
365,609.13
5,087.63
1.39%
Net Income
569,047.04
843,763.45
-274,716.41
-32.56%
2,180,691.80
2,450,320.58
-269,628.78
-11.0%
2,310,133.70
2,473,633.63
-163,499.93
-6.61%
2110 · Vacation Payable
Total Other Current Liabilities
Total Current Liabilities
Total Liabilities
Equity
Total Equity
TOTAL LIABILITIES & EQUITY
Yolanka Wulff JD
P.O. Box 11162, Bainbridge Island, WA 98110
t: 206.660.8498 [email protected]
MEMORANDUM
To:
Date:
Re:
Terry Fisher
March 18, 2014
GSYSA and D6 Update
Greater Spokane Youth Soccer Association
I met with Brandon Deyarmin and Andrea Asan, board candidates for GSYSA. Ted Stiles, who has been a
member of the GSYSA Task Force, attended the meeting as well. We discussed the following over the
course of an hour and a half:
• Youth soccer structure from USSF down
• The role of a WA Youth Soccer Member Association
• The delivery of soccer programming in WA, including the role of the RCL. I had hoped that
someone from the Shadow would be there to discuss their programming, but they weren’t able
to attend.
• A brief recap of the historical issues in Spokane soccer.
• A brief recap of the issues currently affecting D6
• The primary role of the interim board over the next 12 months:
o Recruit more board members
o Assist in taking GSYSA through the IRS tax exemption process
Recommendations:
• Since neither Brandon or Andrea have any experience with a WA Youth Soccer association, it is
important for the success of GSYSA that the board receive mentorship and support. I
recommend that this come from WA Youth Soccer staff as well as the MAC.
• We discussed and agreed that for now there would be no legal members of GSYSA. The RCL
charter with Shadow can establish how these two entities work together. Much of the structure
of GSYSA will be determined over the next year as soccer programming is determined. This
includes any potential contractual relationship with SYSA or another entity to deliver
recreational level programming.
• It is important that WA Youth Soccer facilitate a meeting between GSYSA and Shadow to come
to an agreement about roles and expectations. This conversation will form the basis for the RCL
charter that needs to be negotiated between GSYSA and Shadow.
Next steps:
• Brandon and Andrea both agreed to join the GSYSA board. The two of them, plus Yolanka, give
GSYSA a sufficient number of board members to file for tax exemption.
• Brandon and Andrea brainstormed additional board member candidates and will pursue
conversations with them.
• Yolanka will provide Brandon and Andrea with GSYSA governing documents.
•
•
•
•
•
Yolanka, Brandon and Andrea will take on the officer positions until more board members are
elected.
Yolanka will work with Brandon and Andrea to transition administration of GSYSA to Spokane,
including transferring the bank account and adding them as signers.
Yolanka will complete the Form 1023 tax exemption application, and review it with Brandon and
Andrea so that it can be submitted.
Yolanka will complete the Member Association application packet for WA Youth Soccer
Yolanka will contact the Shadow to set up a meeting with the GSYSA board.
D6 AGM
I attended the D6 AGM. The agenda included approval of minutes for the past year and a financial
report. Tina Varey announced that she was stepping down as Secretary / Treasurer. There was a
discussion about officer elections, but they were postponed pending a decision of the future of D6.
Currently the only officer position held is President. A list of tournaments were sanctioned. The D6
League kicks off on March 22. It has 30 teams in 5 divisions.
There was a discussion about the status of the associations in D6. I reported on GSYSA’s progress, as
well as confirming that SpVJSA and IEYSA were no longer members of WA Youth Soccer. WWYSA is
dissolving, and Blue Mountain will become a club under T-CYSA. WVYSA wants to move its rec program
to NCYSA. There is a conflict with Three Rivers – its 3-way contract with T-CYSA and YYSA states it must
register through T-CYSA, but it wants to register through YYSA. D6 asked WA Youth Soccer for
clarification on the following associations:
• Kittitas – is it still a WYS association?
• LYVYSA – is it in compliance? Has its 501(c)(3) status lapsed?
• WVYSA – should D6 still be sanctioning its tournaments since most players are US Club?
There was a brief discussion about whether D6 should continue. Attendees were asked to present their
views via email over the next few weeks. I was asked to provide Stephanie with the dissolution
powerpoint and other materials that I prepared for D6 in 2012. I was asked to explain about WA Youth
Soccer’s position regarding districts and associations, with specific questions about whether WA Youth
Soccer was “getting rid of districts”. I reviewed with the attendees the underlying reasons for WA Youth
Soccer’s strategic revisioning and constitutional convention. I told them that, while WA Youth Soccer did
not have any specific program to reduce the number of districts and associations, it was encouraging
consolidation where it made sense.
Recommendations:
• Create a short North Star mission document for WA Youth Soccer that can be shared with all the
districts and clubs. This document would set forth the basic goals of WA Youth Soccer, such as:
o Provide developmentally appropriate levels of play for all ages and all skill levels.
o Program focus is on the player, not the team
o Encourage consolidation of entities where it makes sense to reduce administrative
burdens and enhance communications
• Move forward with bylaws amendments proposed at January meeting to clarify the role of
districts, and district entities.
• Provide D6 with clarification of the status of the above-listed associations
Washington Youth Soccer
Membership Advisory Committee
The Membership Advisory Committee (MAC) is a standing governance committee
whose purpose is to help Member Associations maintain their legal membership status in
Washington Youth Soccer. The MAC is an advisory committee to the Washington Youth
Soccer Board of Directors (BOD).
Roles and Responsibilities
 Evaluate status of compliance with Member Association Compliance Criteria for
Member Associations referred to the MAC by the BOD.
 Provide recommendations regarding Member Association compliance issues to
BOD.
 Serve as a resource of peers to Member Associations and assist noncompliant
Member Associations to come back into compliance.
 Periodically review Member Association Compliance Criteria and make
recommendations to the BOD for any needed revisions.
Reporting Responsibilities
 Reports to Washington Youth Soccer BOD
Committee Composition
 10-17 members total
 Up to 14 committee members from Associations
o Preferred configuration is 2 committee members from each district
o District Commissioners shall not serve as committee members
o Election of committee members
 Each district submits one name for each member position from that
district
 Ratification vote by Council at APFM, using same voting process
as that used to elect Washington Youth Soccer BOD
 Two year terms staggered between the two committee members
from the district
 2 committee members who are directors on the BOD – appointed by the BOD
 Staff member appointed by Chief Executive Officer (non-voting)
Committee Operations
 Committee will elect chair who will call meetings and set agendas
 MAC will use subgroups which will take on Member Association review projects
 Entire MAC will review subgroup’s project review and reach conclusion / make
recommendation to BOD
 MAC may assign subgroups to assist Member Associations in coming back into
compliance
 Committee members can expect to spend 2-3 hours per month
Washington Youth Soccer
Membership Advisory Committee Description
Approved May 18, 2012
Page 1 of 1
Membership Advisory Committee
Update
Action items from Membership Advisory Committee:
1. Internal Controls overview document (one-pager) that touches on why
this topic is important - Draft attached
2. Assemble resources for financial policies/internal controls to
review with the MAC for applicability, more details than the one pager
and more of a full guide.
3. Distill best practice financial policies, based on budget size, in
document no longer than 3 pages: <$50,000 gross receipts annually
(same as 990-N); gross receipts < $200,000 and total assets < $500,000
(same as 990-EZ);and gross receipts > $200,000 or total assets >
$500,000 (same as 990).
4. Review WA Youth Soccer website for how to best host resources currently in progress and will have a report at the next meeting
5. Reach out to those districts and regions not represented on the MAC
to request that they make an appointment to the committee.
MAC Timeline:
Internal Controls Document Draft out to committee for review
Final Internal Controls Document draft review - out to committee via
email
Finalize overview document and MAC vote to approve
Once MAC has approved the Internal Controls one page document it will
be sent out to the membership.
Internal Controls Recommendations for Clubs and Member Associations
Why is it important to have internal controls?
As nonprofits, our clubs and associations exist to provide an important service to the community. One of
the legal responsibilities of a board director is the duty of care for their organization. The duty of care
requires board directors to ensure that the organization is financially sound and able to fulfill its stated
mission.
While our organizations are structured as nonprofit corporations, no club or association should be losing
money on a regular basis. The best way for a board director to fulfill their duty of care in financial matters
is to ensure proper financial policies and internal controls are in place.
It is also important to implement internal controls to protect the volunteer(s) of your organization. By
having multiple checks-and-balances, the organization helps to protect the reputation of its board
directors and anyone involved in bookkeeping.
Below is a brief list of internal controls that can be implemented by clubs and associations to prevent theft
or loss at your organization:
•
•
•
•
•
Review financials on a regular basis: written budget-to-actual reports and balance sheets
should be provided to the full board by the Treasurer prior to or at each regularly scheduled
meeting
Separation of duties: split up accounting tasks to ensure the person in charge of accounting
does not have access to assets, whoever signs the check can’t have the checkbook (if the
Treasurer cuts the check, someone else should sign it)
Banks do not always check the signatures, even if your organization requires two
signatures: do not depend on your bank or credit union to enforce your organization’s financial
policies
Monies received should be counted by at least two people, separately, and the income
should be recorded by someone other than the person making a bank deposit: when the
income is coming in, at least two people need to be there to count the receipts and log all
deposits; the person entering the deposits (likely the Treasurer) should not be the same person
who takes the money to the bank
Bank statements need to be reconciled on a regular basis, if not monthly: bank statements
should be opened by someone other than the person in charge of accounting (often the
Treasurer) and reviewed, including reviewing any cancelled checks. Reviewing online can work
but someone must look at them regularly – let your Treasurer know that another board director
will be reviewing them
Soccer for Success Program Update
March 26, 2014
This spring marks the fourth season of Soccer for Success. Since September 2012, Washington Youth
Soccer has put over 1,500 new players on the field. Soccer for Success identifies children, primarily
minorities, who have not previously participated in organized soccer and gives them an opportunity to
develop skills, learn how to be a part of a team, and connect with Washington Youth Soccer's local clubs
and associations.
Soccer for Success prepares potential players from underrepresented communities to join local clubs. As
such, the program facilitates increased player registrations and helps local clubs connect with diverse,
previously untapped markets.
Cost
Soccer for Success is a zero cost program for Washington Youth Soccer. Through our partnership with
the U.S. Soccer Foundation, we are able to leverage staff salaries for the grant's matching contribution.
Moving forward, Washington Youth Soccer has the ability to continue operating this highly effective
program at zero cost. By continuing to offer Soccer for Success, Washington Youth Soccer is diversifying
and growing our membership, connecting with hard-to-reach communities, and benefiting from a positive
relationship with the U.S. Soccer Foundation.
Player Demographics
Total Soccer for Success Enrolment from Fall 2012 to Present: 1,567 players
1
1
Other/Multi-Ethnic includes Somali, Nepalese, Ethiopian, and Russian immigrants. Immigrant communities
historically play soccer in self-created leagues. It is highly significant that Washington Youth Soccer can reach out
to these communities through Soccer for Success.
Questions from Board Members about Soccer for Success:
-Q: “For the position of the program we are funding, is this the best use of our limited staff and dollars
when assessed against our mission?...I think we need to see a financial summary that presents the net
costs to WYS as a percentage of our membership fee income, and compares it to the membership
population being served (the membership counts at the associations where it’s being delivered today) as
a percentage of our total player base.”
Washington Youth Soccer is currently operating Soccer for Success at zero cost. We are leveraging staff
salaries as our matching contribution for the U.S. Soccer Foundation grant. Washington Youth Soccer
currently employs one full-time staff to conduct community outreach. This position includes operating
Soccer for Success. Washington Youth Soccer also employs one full-time AmeriCorps volunteer to assist
with Soccer for Success operations. This volunteer’s stipend is fully reimbursed by the U.S. Soccer
Foundation. Soccer for Success brings tremendous organizational value to Washington Youth Soccer,
and directly enacts our mission of fostering “the physical, mental and emotional growth and development
of the State of Washington’s youth through the sport of soccer at all levels of age and competition.”
Considering the increased player registrations and community engagement Washington Youth Soccer
receives as direct benefits to the program, this is indeed the best use of staff time.
Soccer for Success Year 2
Net cost to Washington Youth
Soccer
Soccer for Success Year 2
Net cost to Washington Youth
Soccer as a percentage of
membership fee income
$0
0%
Soccer for Success currently feeds into the following associations: Auburn Youth Soccer Association,
Kent Youth Soccer Association, Highline Soccer Association, and Greater Renton Junior Soccer
Association.
Washington Youth Soccer Player Registration Numbers by Association
Association
2012-2013 Player
Registrations
1299
2013-2014 Player
Registrations (Excluding
Spring)
1057
Percentage of Total
Membership Base
(2013-2014)
1.18%
Auburn Youth Soccer
Association
Kent Youth Soccer
Association
Highline Soccer
Association
Greater Renton
Association
WA Youth Soccer, statewide
1421
1193
1.34%
3297
2994
3.37%
2673
2611
2.93%
102926
88957
Over the last few years Washington Youth Soccer has seen a consistent decline in player registrations
from the above associations. This points to the importance of implementing new recruitment strategies.
Washington Youth Soccer’s Soccer for Success program is actively feeding new players into local
associations. Although Washington Youth Soccer does not have a current total of Soccer for Success
participants who have transitioned into local associations, the below metrics demonstrate the success we
have had in boosting local registration.
2
•
50% of Soccer for Success participants in Tukwila completed registrations to join Tukwila Skyway
Soccer Club, a member club of Highline Soccer Association, at the 2013 End of Season
Friendship Tournament.
•
33% of Soccer for Success participants at Cascade Middle School tried out for select or premier
teams through Auburn Youth Soccer Association in the spring of 2013. 100% of these players
2
were selected to join the teams.
•
Auburn Youth Soccer Association has gained a sizable pool of new players by recruiting through
Soccer for Success. Although association representatives do not have an exact count of
increased player numbers, they have praised the program for readying potential players who
otherwise would have been ill prepared in both temperament and skill. Association representative
Valinda Horstman said, "(Soccer for Success) made them confident in controlling the ball,
accurate on their shots, foot skills...and their conditioning helped them."
•
Washington Youth Soccer staff are working with Auburn Youth Soccer Association to ready a
team of U11 Soccer for Success participants for the upcoming AYSA season.
Due to the financial cuts requested by the board in May of 2013, this site was cut for the 2013-2014 program
year.
•
Washington Youth Soccer staff have distributed registration materials for Auburn Youth Soccer
Association, Kent Youth Soccer Association, Highline Soccer Association, and Greater Renton
Junior Soccer Association to over 1,500 youth and their families.
Moving forward with an additional two years of Soccer for Success, Washington Youth Soccer staff will
create clear tracking mechanisms to keep accurate records of program participants who transition to
Washington Youth Soccer’s local associations.
-Q: “Is there a path evident for us to take the learnings from this program and help our members
implement similar school outreach programs in their area (bringing broader benefits to the membership
from our investment in a limited population).”
Washington Youth Soccer staff and Soccer for Success coaches have engaged directly with schools and
community members to increase awareness of coaching best practices and to connect potential players
to local associations. Due to the human energy required to implement this program at a high level,
volunteer-based associations have been hesitant to discuss operating Soccer for Success locally. With
that said, Washington Youth Soccer has the ability to assist local associations in creating and
implementing similar outreach programs on smaller scales. These programs could be tailored to the exact
needs of the association, and as such could look different in different communities.
Player Testimonials
“I like Soccer for Success. It helped me to learn how to play soccer. I play soccer at recess every day
now.” –Sukhjit, Grade 3
“I’ve learned a lot from Soccer for Success…last year I didn’t know much about soccer but I learned that if
you stick with it, you can get better. I’m very happy that we get the chance to play soccer and learn about
health too!” – Erin, Grade 5
“I like passing to other people and working together as a team. I like what my coach taught me to have
more skills. I learned how to work together to achieve a goal. In my class I started working with other
students to do some stuff and that’s what soccer helped me to do.” – Asan, Grade 2
Conclusion
Soccer for Success is perhaps the most effective outreach program ever run by Washington Youth
Soccer. We currently see enormous impacts, both tangible and intangible. Soccer for Success is
engaging Washington families who are unaffiliated with Washington Youth Soccer, introducing them to
soccer, and integrating them into local associations. Soccer for Success increases our state-wide player
numbers while also making inroads in hard-to-reach, diverse communities. Moving forward, staff will
prioritize tracking Soccer for Success participants who join local associations. It is the opinion of
Washington Youth Soccer’s staff that we should continue to operate Soccer for Success for an additional
two years.