2017-05-03 Wed Board Meeting
2017-05-03 Wed Board Meeting

1 Actions
=========

1.1 Chris
~~~~~~~~~

- Check with PPR/PPS about turf condition
- Permit Steve Brand for Jamboree Sept 10.
- Reserve dunk tank and tables


1.2 Steve: Thanks for helping!
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

- organize the dream team for Timbers game


1.3 Mark
~~~~~~~~

- Contact Chris Martin about enabling registration
- Include Timbers game details
- Get link and test registration (cancel at the end)
- Contact Tim Copeland to encourage back-to-back field scheduling.
- Encourage coaches to request Sept 10 as a bye week for LYS
- Reserve Jamboree equipment rental
- Provide locker combo to coaches
- Organize coaches meeting for summer
- Fill out schedule in Asana


1.4 Mike
~~~~~~~~

- Get a parent to help with Timbers tickets distribution
- Send email on ~May 15 when registration opens.
- Fully explain LYS/HSC relationship and expectations
- Attempt to facilitate earlier coach registration for fall.


1.5 Alison
~~~~~~~~~~

- Connect Mark with Chris Martin


2 Spring retrospective
======================

2.1 registration
~~~~~~~~~~~~~~~~

- Kristin: FH player got put on our teams
- Mike: coach registration was not on time
- Mark: parents didn't sign up on time for teams with no coach
- reach out before the end of the season to confirm coaches


2.1.1 Fall registration
-----------------------

- Replacement for Nitika


2.2 Equipment
~~~~~~~~~~~~~

- Steve is doing it. Everything running smoothly.


2.3 finance
~~~~~~~~~~~

- turf is falling apart
- no report from PPS about field condition
- Chris can follow up
- Chris will be the treasurer for LYS in 2018
- will continue for Turf/Treasurer, but wants to stop Jamboree and
Tickets.


3 Thorns game
=============

- This weekend, all tickets sold
- 2nd grade girls greet the team


4 Timbers tix
=============

- 250 tickets in the fall
- Steve Anderson will organize the dream team.
- We should connect being dream team to selling tickets
- Chris wants to step away from it. Frustrated by dealing with all
the people.
- online sales is the only way this is going to keep going.
- coaches will do the distribution
- Mike could recruit a parent to do it
- Dan Sneed
- Nick Clark
- Would be great for tickets
- Phil Brotherton
- Kristin wants to help
- had to buy 50 T2 tickets ($7 each)
- happened last weekend


4.1 Timbers details need to be sent to registrar (Mark)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

- Date: 5pm September 24th. (Orlando)
- Cost: $35
- discount is ok with us
- should be able to purchase at reg time, or separately
- Late fee after last day of school
- $20
- Alison will connect Mark with Chris Martin


5 Fall registration
===================

5.1 Fees
~~~~~~~~

- same as last year, default as mailed is correct.


5.2 Default settings for registration
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

- Auto-roster: we want coaches to form teams, right?
- we don't want it
- Chris from PYSA / PCU (Portland United) is helping set this up


5.3 Dates
~~~~~~~~~

- Bonzi should be open now
- We need to test it
- need the link to test it


5.4 fields
~~~~~~~~~~

- Tim Copeland has been assigning teams back-to-back


5.5 May 15 is the target to open
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~


5.6 Expect 10% discount for early registration
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

- May 31


5.7 Communication needs to clear about LYS/Rec tandem program
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

- Two practices
- 5th grade


6 Practice field assignment
===========================

- Chris already has permit in: M-F
- Chris invoiced LYS for some time
- Jamboree needs to be permitted
- Alison has been helping with this


7 Jamboree
==========

- should be after school starts: Sept 10
- expect dwindling numbers due to LYS
- need to ask coaches to ask for the week off
- need to reserve the field
- Chris will do it
- Dunk tank
- Tables


8 cabinet
=========

- mail to coaches on how to open it.


9 Coaches meeting
=================

- needs to be organized in the summer


10 Asana
========

- agenda item for contacting coaches at end of season
- agenda item for organizing timbers tickets
- at time for opening fall registration
- need to be able to buy it separately also
- reminder weeks before game
- mail distribution
- Positions
- Event Coordinator: Jamboree
- Communications
- Ice cream social setup
- registration
- equipment exchange