November 9, 2004

Exec Committee Meeting

Present: Judith Martinez, Gary Sullan, Robert Baird, Ron Walton, Ben Mueller, Trey Bradberry, Amy Hall, and Rick Hazlewood

Minutes from the Nov. 1, 2004 meeting were approved.

Legal Status of the Club

The not for profit status of the club and its incorporation has not been kept up to date. Ron is investigating what it will take to get our status back in order. Ron and Rick consulted with two different lawyers who said that the issue should not be a major one but it needed to be followed up on promptly. The club also needs a legal agent to be named and it is hoped that a lawyer who is a parent of one of the club members agrees to serve in that capacity.

Winter Conditioning Program

Ron proposed that the club to pay the members’ fees for Lifeline’s conditioning program if we agree to use that facility for technical training facility. Gary Sullan wants us to settle the town hall meeting issues before spend money on a winter training program.

Follow-up on the Town Hall Meeting

Amy Hall will begin identifying our processes with help from the rest of the committee and members of the club too. These will be shared with the entire

To improve communications between the Executive Committee and the club members, Rick Hazlewood proposed that the club implement a new system of communications be implemented. The details of the system are listed below.

1. Announcements will be sent out monthly or biweekly with executive committee meeting schedules, board meetings, spring tournament announcements, tryout dates, winter training sessions, finance reports, and other news items directly to every email address the club has on its rosters. Each item will be brief with links to the entire article on the club's website.
2. Printed copies of the messages will be available at winter training sessions and outdoor practice locations.

In order to implement this process, the following will have to be accomplished.

1.      Collect all active email addresses from team reps.

2.      Collect all coaches' email addresses from Trey.

3.      Assemble them in a club specific address book and email account that we all have access to if we need to communicate directly with the families who make up the club.

4.      The announcement needs to be completed by one person and shared with all of the committee members. One or more other Exec Committee members need to approve the message before the announcement is sent out.

This passed with a unanimous vote.

The committee agreed that the club needs to revise all of the bylaws to reflect the changes that the club has undergone throughout the years. Ron will make the first pass on the revisions. We will also need legal review of the new bylaws to ensure their legality as we begin entering into several legal agreements.

Judith and Ben will review all of our notes from the first Parent Town Hall Meeting held in late October and see what issues remain for us to work on.

The committee agreed to hold a follow-up town hall meeting sometime in the first two weeks of December. Rick will locate a venue in that time frame.

As a result of issues arising from the Town Hall Meeting issues, three changes to the by-laws were proposed and passed.

To clarify who could serve on the Executive Committee, it was proposed the definition of one who is eligible to be on the committee be “a parent/guardian of any player in the Little Illini Soccer Club.”

This passed with a unanimous vote.

Ron Walton wanted to ensure that a smoother transition between outgoing and incoming officers be made. He proposed “A transition period of two months be established after the election. During these two months, the outgoing and incoming officers will work together until the newly elected officer took office.”

This passed on a vote of 7 – 1.

Rick Hazlewood proposed “The election of officers will be held every year on the last Tuesday in January.” 

This passed with a unanimous vote.