Attendees: Adrian Hendriksen, Randy Johnson, Joe Moniz, Lada Cumpelik, Tony Denotter, Stephanie Ashlee, David Flello, Calven Campbell, Carolynn Ablitt, Garth Dunn, Tara Ruitenbeek, Flemming Andersen, Jim Johnson, Lynn McNeill, Heidi Doughty, Dan Hoshal, Gary Strachman, Mark Watts, Roman Kobrc, Steven Andersen, Brock Bateman, Mosiah Flores, Scott Caldwell, Gary Baggott, Monty Fitz, Harold McNeill, Darren Massey, Tracey Hebden, Kevin Gudgeon, Andy Sanford, Gary Edge, Adriano Sumberac, Patty Cassels.

Meeting called to order at 7:12 pm.

Motion by Lynn McNeill that the Rules of Order are accepted. Seconded by Joe Moniz.
Carried.

Amendment to March 26, 2002 Minutes –correct name spelling of auditor is “Catherine McLean”.
Motion by Darren Massey to accepted March 26, 2002 Minutes as amended. Seconded by Tracey Hebden. Carried.

Treasurer’s Report – Patty Cassels – report attached and circulated
January 1 to December 31, 2002 Financial Report attached. Points to note – first $15,000.00 payment made against $60,000.00 loan with Saanich. Higher revenue than set in budget due to higher registration numbers and silent auction which was not budgeted for. $10,000.00 direct access grant funds received. Waiting for $60,000.00 gaming funds for resurfacing of Glanford Field.
Motion by Garth Dunn that the Financial Report be accepted as presented. Seconded by Tony Denotter. Carried.

DIRECTORS REPORTS

President’s Report – Adriano Sumberac – report attached and circulated
Thanked all directors, players, coaches, managers and volunteers for a successful season. Prospect Lake will continue to form joint teams with Cordova Bay and will continue on a year-to-year basis. Will need to establish rules/guidelines for joint teams for next season.

Vice President’s Report and Director of Training Programs and Clinics
– Darren Massey – report attached and circulated
Goal this season was to keep communications open between the club, coaches and parents. Various training events occurred, including lining clinics, goalie clinics and coaching clinics. A coaches’ handbook is currently being prepared/updated for next season. Thanked all for good achievements.

Secretary’s Report – Gary Edge
Nothing to report.

Risk Management Report – Tracey Hebden
Risk Management lists have been prepared/updated. Current coaches/assistants will only be required to complete one form next season.

Equipment Report – Dave Irvine
All is in good shape.

Volunteers & Gyms – Andy Sanford
This past season thirteen one-hour time slots booked per week and one 4-hour time slot for Saturdays from October to February. Will book the same times for next season and will review Saturday bookings in the near future.

Girls 11 Aside & Euro Coordinator – Flemming Andersen – report attached and circulated There are currently fourteen 11 aside and Euro teams. The U13 and U14 teams were pooled with Cordova Bay and all teams had a good season.

Mini Coordinators – Stephanie Ashlee and Tony Denotter – report attached and circulated
Require assistance for setting house teams for next season due to late registrations. Discussion followed regarding number of players per team. Discussion regarding field practice times to begin on the _ hour.

Boys 11 Aside – Adriano Sumberac – report attached and circulated
There are currently 8 teams, 7 of which consist of pooled players with Cordova Bay. U13 and U17 qualified for District Finals. Discussion regarding joint teams and the need to establish a balance between Prospect Lake and Cordova Bay clubs. Discussion regarding participation at club functions (banquet).

Registrar’s Report – Kevin Gudgeon
Registration numbers higher than previous season. There are approximately 670 players registered with Prospect Lake.

Sponsorship & Fundraising Report – Monty Fitz
Currently have 46 sponsors generating approximately $5,600.00 in sponsorship funds.

Men’s Representative – Adrian Hendriksen
Good season, youth players were “played up”, as well as Div. 4 players, pulled up for the Div. 2 team.

Women’s Representative – Holly Douglas
Good season. One Div. one team advances to Premiere.

Referee Coordinator – Lynn McNeil & Joe Moniz – report attached and circulated
Currently 24 referees (10 Class 4 to be assessed for Class 3). 4 new senior refs. Class 5 clinic produced 8 new refs. Would like to acknowledge referees on a year-to-year basis and asks coaches to support the referees. Have received good feedback from other clubs. Good support also received from Dave Keith. A Class 5 course will be held in September 2003. Discussion followed regarding mandatory monthly referee meetings. It was requested that the youth referees be provided with a handbook with rules for age groups.

Pictures, Awards & Field Assistant Coordinator – Lada Cumpelik
Team pictures did not work well and is open to suggestions. Need to identify picture weekend earlier. Trophy nominations are almost all received.

Concessions – Heidi Doughty & Gary Edge
Thank you to Heidi from Gary on a great job. Approximately $7,000.00 profit received.

ELECTION OF DIRECTORS

Two positions are available by acclamation – 11 aside Boys District Rep. and Training Programs. Garth Dunn nominates Jim Johnson. Nomination accepted. Stephanie Ashlee nominates Michael Adams. Nomination accepted.

APPOINTMENT OF AUDITOR

Motion by Gary Edge that Catherine McLean be appointed as auditor for the 2003/2004 season. Seconded by Garth Dunn. All in favour, motion carried.

NOTICES OF MOTION

Notice of Motion #1 – That the Prospect Lake Soccer Association Board of Directors shall forthwith form a Club House Facilities and Fields Committee. The committee shall provide a preliminary report and action plan to the Board of Directors by July 30, 2003. All in favour, motion carried.

Notice of Motion #2 – The yearly registration fees for the Association shall be increased by $35.00 per registered player, with such fee being directed to a facilities and fields fund that is to be used for the building of a club house and/or assisting to improve the Lower Field at Adam Kerr as may be recommended by the Board and approved by the membership. The Board shall determine a sliding scale for this player fee that takes into account families with three or more registered youth players. Each adult player will pay the full fee.
All in favour, motion carried.

Notice of Motion #3 – That as of September 2003, the newly registered players in Prospect Lake Soccer of 5/6 years of age will be placed in a 3 aside soccer.
All in favour, motion carried.

NEW BUSINESS

Winner of draw for one-year registration – Scott Caldwell.
Suggestion of blocking field practice times for different age groups.
Suggestion to schedule mini tournament earlier in the season.

Garth Dunn moves to adjourn meeting at 8:45pm, seconded by Tony Denotter.

Meeting Adjourned.