Board of Directors Workshop Session

• 8 Signed up for Annual meeting (All free due to volunteer status)
• SuperFriendly is full, currently just shoring up food and volunteer needs.  Many volunteer spots already posted

Discussed league manager duties.  Board will not be conducting league management next year, volunteers will be needed to manage each league

• Board will create League Coordinator Manual (Jason Leads)
• Board will create League Policy document and Score tracking system to simplify league operations (Bruce Leads)
• Emails exist in Mailchimp for all leagues at this point, if desired league coordinators could simply reuse existing emails with date changes
  • Could potentially move these emails into actual templates for 6 and 10 week leagues.

Summer Programming

Summer programming survey had positive results.  We think we can draw 20 or more each night. Discussion existed between every week, every other week and total number of weeks throughout the summer.  The following motion was voted on in this item:

Tuesday or Thursday nights, every other week aiming for June 12th week start.  $150 for all 6 weeks ($25 per night) or $30 registering for each night individually.  Will attempt to use Eventbrite Multiday functionality.

18-19 Programming (Ongoing discussion)

Discussions with Chiller have been difficult, they simply don't have the time or desire to move things around to get us an extra 2 hours a week.  Discussions will continue.  At this point we have 2 nights in the Spring (Mon and Wed).  RiverScape league will likely expand to 4 draws per week.  Two 1.5 hour draws each night.  The goal will be to have one team entry night and one night where you can register with one other participant and league coordinators will build teams.

Tabled

In depth discussion about filling and expansion of board as well as better definition of advisory board and GLCA representative.  The following points were made, and establish the direction for further conversations.

• Odd number governance is good, we are committed to creating an odd number of Board Positions
• Member representation on the board is needed and desired by the board
  • A wholly elected board is not in the best interest of the clubs operations at the moment
  • Partially elected board should be pursued.  At-Large board members elected by membership
• GLCA representitive should be come an elected position with expanded roles
  • Should exist as liason between our club and other regional clubs.  
  • Should help organize friendlies and other events with regional clubs
  • Should help communicate other GLCA events to membership

Recommended Tentative Changes

• Expand Board to 7 Members
  • 5 Members (current members are governed under the rules in the current by-laws)
  • 2 Members (New Members are At-Large and elected at annual meeting
• At-Large Board Members
  • Elected to 2 year Term at annual meeting
  • This years election will elect 2, one will serve a 1 year term
  • Have same voting authority and power on board as current members
• Nomination and Election
  • At Large members elected at each annual meeting
  • Nomination and Election system needs to be developed prior to implementation
  • First year election will elect two members, pre-determined system will be used to determine who gets 1 year term.
• GLCA Representative
  • Will be elected to one year term at annual meeting
  • Duties and Description will be developed by Mike
  • Expansion of role to include more than just attending GLCA meetings is necessary
  • Will have standing position on the Advisory Board
• Advisory Board
  • No complete re-definition of this board should take place.  
  • Better direction and guidance to this group
  • Remains chosen by Board of Directors per current By-laws
  • Advisory board will be chaired by lowest tenured at-large board member
    • Chair will be responsible for overseeing this group and ensuring its viability

Needs to be finalized at next meeting to ensure systems can be put in place for Annual Meeting July 22nd.