WAFC Board Meeting – MINUTES

Monday, November 5, 2007

In attendance: Tim Herbert, Chris Hulett, Bill McNary, Julie Serfass, Brian Nichols, Steve Seelig, Abby Elbow

Discussion per Agenda:

1. Quick re-cap year to date
2. Review of how the 3-tier summer league experiment worked out
1. Pro & Intermediate should be scheduled on the same days, and registration allowed only for one of the two. Rec should be on separate days, and double-registration allowed with either Pro or Intermediate. (The scheduling was done in error in 2007.)
2. Quality of Rec did not decrease with the 3-tier system
3. Add questions to survey, and include a note that we are aware of the scheduling conflict from 2007 and will fix in 2008
3. Discussion of how to address “angry” members (we’ve received some very hostile emails this year)
   1. Try to respond quickly, be clear and firm while remaining polite, note that this is a membership & volunteer organization
      1. Consider a generic email address for the website for complaints/feedback/questions
      2. Add messaging to website (top level) noting we are a volunteer, not-for-profit, membership organization
   2. Review of the Chesapeake Open and WAFC’s goals for supporting it
      1. Very positive response to tournament from participants (post-tournament survey)
      2. . Took a hit on money (~$1000) due to weather/food
      3. Board agrees we want to continue to host this tournament
      4. Consider raising fee, cutting costs, etc.
   3. Update from Chris (and Steve Seelig) on his discussions with Arlington about fields
      1. We discussed partnering with Arlington County Parks & Rec – to provide matching funds for field improvement, in exchange for priority/guarantee of time on fields (different from those we’re improving, to get the best playing space possible)
      2. Possible locations include:
         1. HB Woodlawn
         2. Gunston
         3. Williamsburg Middle School
         4. North Track
      3. Steve Seelig also spoke with John Capozzi, to get him to speak with his contact (Allen Broome?) who’s doing field improvement work in the District
      4. Board would need to mobilize the WAFC membership to make phone calls to area politicians, etc., to help make partnerships and funding happen
      5. WAFC would still probably need to pay fees for the field rentals – benefit would be priority/guaranteed scheduling
      6. Julie Serfass & Brian Nichols will speak to the Wilson H.S. Athletic Director
      7. Next Steps:
         1. Board needs to adopt a resolution to explore the issue further
         2. Steve Seelig will draft this resolution
         3. Board will need to find and hire an attorney with non-profit & county expertise
         4. Chris Hulett will find an attorney
         5. Once the resolution has been signed and the issue has been explored, Board should consider drafting a Letter of Intent – to identify specifics and make our intent concrete as soon as possible
      8. Review of our rain policy – there has been some discussion of loosening the reigns
         1. We will be slightly less conservative
         2. Consider soliciting membership volunteers to survey fields on game days
         3. Next Steps:
            1. Bill McNary & Julie Serfass will brainstorm volunteers and schedules for volunteers
         4. Volunteer recruitment – discuss developing and implementing a strategy to recruit more/new volunteers
            1. Throw volunteer sign-up event
            2. Important to have full/detailed list of specific needs before the event
            3. Next Steps:
               1. Tim Herbert will compile list of tasks and committees needed
               2. Chris Hulett will book the event/location
            4. Other business
               1. Charity tournaments
                  1. Board would like to continue to support charity tournaments
                  2. Board agrees it is okay to announce non-WAFC charity tournaments on the list-serv, especially if bundled with other announcements
                  3. Process of vetting/accepting tournaments should be streamlined
                  4. Next Steps:
                     1. Julie will convert Drew’s vetting document to a quick questionnaire
                  5. Online Registration
                     1. Add section to capture player’s travelling experience to help distribute players evenly in Rec and other leagues
                        1. radio check boxes e.g. “Current travelling club player”, “Former travelling club player”, “Current travelling college player”, “Former travelling college player”, “Clique A”, etc.
                     2. Julie Serfass would like to explore other ratings systems
                        1. Next Steps:
                           1. Abby will send Julie Stephen Young’s player rating email
                     3. When technologically feasible, add Clique player/roster registration to the database