Springfield of Dreams Charity Cup – August 28 Meeting Report

1.      Committee Reports and Assignments

a.       Management – Gene Pitstick

                                 i.      We had 50 teams. All fees were collected although a  3 teams were enticed by a lower $175 fee and one team with a $100 fee to fill brackets.

                               ii.      I have 2 game balls for each Thunder team (already got are Cross, Berry, Cooper).

                              iii.      I have the corner flags for the new Thunder coaches.

                             iv.      One cash box still needs to be returned  - Cindy

                               v.      I have box of found items

                             vi.      We need to factor in programs for sponsors as part of next years order.  We were short again this year

                            vii.      It is critical that we improve communications between parts of our advertising/sponsorship/printing groups

                          viii.      Tim Halloran and Lisa Webb will coordinate a follow up phone survey with teams that attended this year and last.  Jennifer Sheehan indicated that she has workers that can make calls.

                             ix.      Gene will count remaining trophies and t-shirts.

                               x.      I am storing left over supplies from concessions – if any team needs cups, plates, plastic table ware, or toilet paper contact Gene

b.      Ref assigner – John Kingham

                                 i.      The actual number of refs used was 56 from a pool of 68 interested refs.

                               ii.      Matt Dudon Cup is changing their date to week after ours from week before

                              iii.       All refs received a pair of socks.  Suggested we consider giving refs a commemorative flipping coin next year at a cost of $250 for a minimum order of 100 coins.  Also suggested giving a special t-shirt to refs

                             iv.      A plus for us is that we pay standard MVYSA game fees to refs while the larger Warrior and creek tournaments pay less

c.       Sponsor – Jennifer Sheehan

                                 i.      The price given by Country John on handicapped Porta-johns was same as those with Rotary support which were being used for the Summer Arts Festival

                               ii.      Field sponsors were supposed to get at least business card sized comp ads in program

                              iii.      Jennifer got a one time tournament sponsorship from Gordon Food Service  to go to Rocking Horse Center

                             iv.      Vince Chase has fuel costs for refrigerator truck that Rocking Horse Center will cover.

                               v.      We should form advertising team with representation from each team very soon and contact both Subway and Lowes to follow up on their interest in sponsorship for next year.

                             vi.      We collected 2 large barrels of books for the Rocking Horse reading program

                            vii.      Urged a meeting with other “Charity Cups” to share methods used

                          viii.      Jennifer is to send copy for field sponsors to Gene to place on website

d.      Advertising/Sponsorships – Kirk Box (will miss party)

                                 i.      Send a list of advertisers and logos to Gene for website

                               ii.      Jay will send out thank you letters – Send names and Addresses ASAP

                              iii.      I am unable to attend this evening.  Please thank everyone for their hard work.  A couple of ends that I still need to clean up is getting checks to Cindy. 

a.       I did not mail invoices to coaches who put ads in program. I am assuming that payments are being made. 

b.      I do not know who and how much to invoice Gordon Foods for tournament sponsor. 

c.       Do we have a list and letter to send out to all persons and businesses that helped make tournament a success.  Post Communication is very important for future success.

d.      Develop better participation from all Thunder teams and families.

e.       U14 boys won spirit ad contest.  They are going on September 17 to the Crew game.  We have an opportunity to buy additional tickets at a discount price. Do any other teams and families want to attend the same evening?

f.        I ran a 9 team round robin scrimmage tournament last weekend at Eagle City for U9 and U10 teams.  20 minute games, 5 games per team per day.  Coaches coaching on field if needed. One ref per match.  Is this or another format that we might rather consider since the pre-season tournaments are difficult to grow into large tournaments.  Each team at our scrimmage tournament had at least 10 sets of parents.  If we go with a lower fee since we have less refs, we would have more teams.  Parking would be a problem.  I believe more coaches are interested in this than a tournament for tuning up teams for the season.  Ohio north has a league that holds a mandatory tournament like this.  They use the results and time to register teams, play the games, then develop divisions.

g.       Last item, since I am involved, via my wife and children, in four select team practice and game schedules, two Northwestern recreational teams practice and game schedule, about 60 games for refereeing, running the Northwestern Rec league and exhaling after inhaling, is there any chance I can die of exhaustion and have the Springfield of Dreams re-named as the Kirk Box Memorial tournament.

h.       All invoices are mailed.  All Spirit ads money is turned into Cindy. Only $300 of program ad is collected.  Not sure about what to invoice for some of Rocking horse sponsor ads.  I am trying to find out if they bought ads on top of field sponsorship that need to be invoiced. Let me know from tonight, I will mail invoice tomorrow.

e.       Program/Treasurer – Cindy Beckdahl

                                 i.      Cindy gave a preliminary report on finances for tourney indicating that we were at a break even point with about $2000 in ads sales to be collected

                               ii.      Start-up cash amounts were good.  Some additional quarters were needed.

                              iii.      We need to improve the process for getting cash for change to T-shirt Sales, Fun Area, and Concessions.

                             iv.      Cindy volunteered to be the single point for all program copy to be sent for next year with a deadline of August 1.

               v.   Jay and Gene will review income and expenses for this year with last year.

f.        Promotions – Tony Cooper

                                 i.      Dream Soccer was the Star of the weekend – Tony received applause from all and many compliments

                               ii.      We will plan to sell food on Friday next year

                              iii.      We should explore playing some of the Dream Soccer games on Saturday or Sunday next year and possibly have some games with other area teams

g.       T-shirt/Awards – Tim Halloran, Laura Fulton

                             xi.      What should we do with remaining t-shirts?  Lisa Webb and Laura Fulton will get 9 shirts signed by players and then presented to Field Sponsors.  We agreed to offer free t-shirts to anyone who worked at tournament.  Remaining T-hirts will be donated to Rocking Horse Center to be given to their clients.

                            xii.      Any suggestions for remaining trophies?  Tim will contact Primary Spirit to see if remaining can be returned.  If not we will keep to use for the Dream Soccer program next year.

                          xiii.      We need to order more youth large t-shirts for next year.  Several suggested offering bright colors as an alternative.  We will offer a discount for presale t-shirts and explore having names and numbers on presale t-shirts.  We will seek a vendor to put names and numbers on the shirts during the tournament weekend  

h.       Site – John Berry

                                 i.      Over 100 pounds of sand was used to fill cracks that developed on field 4 due to dry conditions

                               ii.      Corner flags returned

                              iii.      Porta-johns seemed to be enough for the number of teams.

                             iv.      Extra dumpster was a real bonus

i.         Housing/Registration - Chris Watkins (missed party due to business travel)

                                 i.       Excellent work crew at registration

                               ii.       Special Thanks to Kathy Nash for help in admin tent on Saturday and Sunday

j.        Personnel – Deanna Brougher and Lisa Webb

                                 i.      Ask Deanna to check the prices quoted by Country John with the bill sent to Cindy Beckdahl

                               ii.      We need to schedule more help for standby on Saturday and Sunday.

                              iii.      Lisa suggested that Personnel committee work as master schedulers of workers for all operations next year.

                             iv.      Lisa complemented the work of North Girls Soccer players during entire weekend as field marshals and cart drivers.  They helped with many different tasks.

k.      Concessions – Paul Cross

                                 i.      Paul indicated that our guests from England  said that preseason tournaments in England were traditionally 7v7

                               ii.      We need to open concessions on Friday evening.

                              iii.      Paul suggested adding small cold deli sandwiches to menu for next year and questioned offering items which we don’t want our players to eat.

                             iv.      Suggested requiring each team to provide 3 workers for concessions

                               v.      Look for possible donations for fuel for generators for next year.

                             vi.      A special Thanks to Vince Chase  for loan of refrigerated truck from Catholic Social Services

l.         Fun/Special Events – Jennifer Smith

                           i.       Cindy expressed the sentiments of many in complimenting Jennifer Smith’s hard work and great spirit that made the fun area a success

                         ii.      Someone suggested we reconsider placement of vendors and fun events.

2.      Club Business – Jay Serve

a.       Fees due August 31

b.      Jay commented on the success of this years tournament and complimented the organization and hard work that made life in the admin tent boring.  He urged us to stick with our strong points – 4 games early in preseason with great organization for non premier level teams.

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