Meeting Minutes

03/25/2019

Attendees

Name	Present	Name	Present
Erik Endler	Y	Mitchell Williams	Y
Barry Lawrence	Y	Pete Sanchez	Y
Rey Quiroz	Y	Missy Lambert	Y
Desiree Ridgell	Y	Warren Pfister	Y
		Christian Mari	Y
Bruce Cochrane	Y	Trey Krell	Y
Robert Fereday	Y	Marty Kuser	Y
Kevin Garvey	Y	Perry Kelley	N
Others
Robin Miller	T	Mark Jennings	Y

Location :   321 Capital Columbia MD

Call to Oder:   At 6:32 PM by President,  Erik Endler

Agenda

Approve Minutes:

Motion to approve the minutes for the 1/28/19 BOD Meeting by Kevin Garvey, seconded by Missy Lambert, Approved unanimously

Motion to approve the minutes for the Annual General Meeting by Trey Krell, seconded by Christian Mari, Approved unanimously

Confidentiality Agreement

Erik Endler introduced a confidentiality agreement.  While there is no objection to the agreement itself Mitchell Williams had some concerns regarding a confidentiality agreement.   Mitchell and Erik agreed to work out the wording of the final document. 

Committee Processes / Board Meetings / Executive Committee Meeting

Erik led a discussion regarding the committees.   The two main committees are the Finance and Executive Committee.   This past year the Board has been meeting monthly.   The question is should this process continue or should work be delegated out to the committees.  The consensus was that there needed to be some mixture between more committee involvement but still have regular meetings.   At least not on a monthly basis.

The question that was not resolved was:   Should the Executive Committee be taking more of active role and meeting regularly and the BOD will meet on a quarterly basis.  Or should there be more frequent meetings of the BOD (bi monthly) and the Executive Committee or other Committees meet for specific purposes and report to the BOD.

Executive Director will poll the BOD for meeting times.  The ideal would be to find a meeting time (first Tuesday of the month) that is convenient for the majority of the BOD

Treasurers Report

Bank Account Update.  Executive Director, President and Treasurer met with the bank and transferred all accounts to their names.  Also created new Account for 2019 Business moving forward.   Previous accounts will remain active until exhausted.

1099 Issue.   The main problem was combining cash games into the Referee Earnings report.  Arbiter does not have a clean process to deal with cash games.   There were over 4,500 lines in the report to reconcile and produce the 1099’s

Corrective Action is to Reconcile the Cash games on a monthly basis and to institute better communications with the referees.   Need to develop process to do so.

2018 Income review is tied to 2017 closeout.  Treasurer to provide a timeline for the report.

Executive  Report

Contracts

St Marys Signed, Charles County Signed, Calvert County Signed, AA County Rec is due 12/19

Frederick County Rec has inquired about CASRA Adult League.  Want a Workers Compensation Form as part of the contract

MWSRA Discussion

MWSRA is looking to support Female Referee Development and is looking for options to do so.   CASRA will Support this effort.

Assignor Monthly Payments

Assignors have IRS Payment Obligations.  CASRA’s approach is to provide monthly payments based upon the following formula.   Assignor yearly fees minus those fees from tournaments (which will be paid after the Tournament)  divided by 12.  The payments will be reconciled against actual league games on a yet to be determined interval. Tournaments will be paid separately no later than two weeks after the tournament completes

Verbiage for Motion  ( not approved)

Trey Krell motioned that the board accept the recommendation to pay the assignors on a monthly basis based upon the formula (as above) The payments will be for league play and School Leagues only.  Tournaments are exempted and will not be used in the reconciliation process.  The first installment will be for December 2018 and the first three months of 2019.  There after on a monthly basis, by the 15^th of the month.   Assignors must submit and invoice as part of the reconciliation process.   Monthly payments will be updated on an annual basis, based upon last years numbers. 

Audits are hampered by lack of good data.   Treasurer to produce a report for Missy Lambert for 2018 games.  Executive Director to report on Audit progress at next meeting.

Archive Games   two passes   2017 and NCSL for 2018

New Business

Old Timers Award   for Mike Tredik   Purchase an ad in the program.

Action Items

Action Item	Owner	Due Date	Done
Send email to assignors asking them to change password	Miller	8/5/2018	Complete
Mark to document invoice process he has developed and share with other assignors	Jennings	8/7/2018	Complete
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		Status?
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	Ongoing
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	Working
Cross reference Bill To in Arbiter to Quick Books for correction and update	Miller	11/10/2018	Working
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	Complete
Erik to send email to Mark Jennings outlining requirements for the Nominating Committee	Endler	11/30/2018	Complete
Kevin Garvey to send Word Copy of By Laws to BOD	Garvey	12/1/2018	Complete
BOD to respond to Kevin Garvey with By Laws changes	BOD	12/31/2018	Complete
Desiree to send P&L Statement to BOD	Ridgell	11/30/2018	Status
Open Invoice Report to BOD	Miller	Ongoing
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	??????
ED to add 2019 Tournaments to Web Site and Arbiter	Miller	2/28/1019	Status
ED to report on Audit Status for ML	Miller	3/25/2019	Status

Motion to Adjourn was made by Barry Lawrence     Seconded by Rob Fereday   Motion carried unanimously

Meeting Adjourned at 9:35 PM

Next Meeting June 17   in Columbia (Erik’s Office)  at 6:30