CASRA Board of Directors

Meeting Minutes

11/19/2018

Attendees

Name	Present	Name	Present
Erik Endler	T	Mitchell Williams	T
Barry Lawrence	Y	Frank Giullano	N
Rey Quiroz	T	Missy Lambert	Y
Desiree Ridgell	T	Mark Patterson	T
		Charlie Pope	T
Bruce Cochrane	Y	Trey Krell	N
Robert Fereday	Y	Marty Kuser	Y
Kevin Garvey	N	Perry Kelley	N
Others
Robin Miller	T	Mark Jennings	Y

Location :   Bowie, MD   Jireh Place

Call to Oder:   At 6:30 PM by Vice President,  Barry Lawrence

Agenda

Approve Minutes:

Motion to approve the minutes for the 10/15 BOD Meeting by Marty Kuser, seconded by Missy Lambert

Motion carried unanimously,  Minutes were approved

Annual Elections

Erik Endler proposed the Nominating Committee comprised of

Mark Jennings, Kevin Garvey, Karry Brown

Bruce Cochrane made the motion to approve the committee,  Marty Kuser Seconded,  Motion Approved by a unanimous vote.

Calendar of Election Events

12/31/2018  Slate of Candidates is completed

January BOD, Board approves the Slate

February AGM Meeting Election.

Action Item – Need to determine the Board Composition in order to even out the turnover.

Assignor Issues

Traveling Referees.   These are referees who work only tournaments (no League games) and travel from locations greater than 50 miles from the site of the tournament.  Charging the 3% fee for these individuals (less than 25 total) is an additional impact as they are also incurring mileage and food costs while working the tournament.  

Motion introduced by Bruce Cochrane, seconded by Rob Fereday

Tournament referees who travel greater than 50 miles to the Tournament site will not be charged the 3% game fee.   This policy will go into effect 11/1/2018.    Additionally, the BOD will address the fee structure for all Referees in the near future.

Motion passed

Bethesda Tournaments.    Girls was difficult,  Boys weekend was a significant drain on Assignor Resources.

Boys Weekend,  923 Games initially scheduled   335 Games moved to VA with less than 48 hours notice.  Tournament Directors behavior towards CASRA Assignors was unprofessional.  Lessons Learned document from Assignors was asked for (See Action Items).   Potential Contract Modifications due to Adverse Weather Events

Assignor Payment for Fall (through 11/19) Invoices sent to Treasurer by 11/30.   Payment by 12/20   See Action Items

EDP    Fall season went very well.  Invoicing for normal and forfeited games should be completed.

Request to put an Out of Office message on the EDP Email Address during Tournament weekends, starting Thursday night of the weekend and ending on Sunday Evening. 

Assigning for Columbia Winter League.   Recommendation is that Maria Cribbs be the Assignor.

Game Report Tracking.   This is a manual process which can be enhanced by a filter in Arbiter

Discussion was held regarding lack of compliance by Referee’s filing game reports.   Notices will be sent to all Referees reminding them of their responsibility to submit timely game reports (72 hours after the conclusion of the match)  Application of fines will begin with the 2018 Fall Season.

Committee Reports

Business Process Committee

No report given

R&D Committee Report

Nothing to Report –

Contract Committee Report

No Discussion

 By Laws Committee

Kevin Garvey to send By Laws in Word Format to BOD for review and input by 12/1   Comments are due to Kevin by 12/31 so that they can be discussed in January’s BOD Meeting.  

 Finance Committee / Treasurers Report

Financials    

810K in Cash

555K in Receivables less than 30 days

Action Item – Treasurer to send P&L to BOD

Billing for Fall Season is in progress

Officials have been paid through 9/30

Assignors to be paid up to November 30 Games by 12/20

Executive Director Report

Open Invoice Report was discussed.

Action Item – ED to send updated Report to BOD

New Business

No new Business discussed

Action Items

Action Item	Owner	Due Date	Done
Send email to assignors asking them to change password	Miller	8/5/2018
Mark to document invoice process he has developed and share with other assignors	Jennings	8/7/2018
Erik to reach out to Frank regarding R&D Committee activities	Endler	8/7/2018	Complete
Assignor Payment to be completed in two weeks	Ridgell	8/20/2018	Partial
Tracking Receivables and General Ledger Entries	Miller / Ridgell	On going
Treasurer to provide list of Referee’s who do not have an ArbiterPay Account	Ridgell	8/3/2018	Status?
Provide a report of Referees who did 25 or more NCSL matches this spring	Miller	8/7/2018	Status?
Exec Director to send contract to EDP	Miller	8/2/2018	Done
Mark to coordinate Assignors meeting to explain EDP issues	Jennings	8/7/2018	Done
President to draft letter to Clubs and Referees explaining the EDP situation	Endler	8/7/2018	Done
Business Process Committee to continue fleshing out processes	Business Process Committee	Ongoing
ED to send contract list to Assignors for review and update	Miller	11/3/2018
Cross reference Bill To in Arbiter to Quick Books for correction and update	Miller	11/10/2018
Arbiter Cleanup  Referee’s Teams, Sites,Games	Assignors and Miller	Ongoing
New Welcome Message for Arbiter	Jennings	10/19/2018	Done
Status of D&O insurance through NASO	Miller	10/30/2018	Status?
Erik to send email to Mark Jennings outlining requirements for the Nominating Committee	Endler	11/30/2018
Kevin Garvey to send Word Copy of By Laws to BOD	Garvey	12/1/2018
BOD to respond to Kevin Garvey with By Laws changes	BOD	12/31/2018
Desiree to send P&L Statement to BOD	Ridgell	11/30/2018
Open Invoice Report to BOD	Miller	11/30/2018
Bethesda Tournaments – Lessons Learned	Lambert Jennings	12/15/2018
Assignors invoices due to Treasurer by 11/30 for all Fall Matches	Assignors	11/30/2018
Assignor Payments for Fall due to Assignors	Ridgell	12/20/2018

Motion to Adjourn was made by Kevin Garvey     Seconded by Bruce Cochrane.   Motion carried unanimously

Meeting Adjourned at 9:00 PM

Next Meeting    January 28 in Columbia (Erik’s  Office)  at 6:30