agenda kwsc annual general meeting november 24, 2014, 6:30 pm … · 2014. 11. 17. · agenda kwsc...

AGENDA KWSC Annual General Meeting

November 24, 2014, 6:30 pm Invista Centre

1. Roll Call

2. Introductions of Executive

3. Declaration of Conflict of Interest 4. Approval of the Agenda

5. Approval of Minutes

• Approval of the Minutes of the Annual General Meeting of November 28th, 2013

6. Report of the Board of Directors • Discipline Chair • Scheduler/Statistician • Tier Director/Registrar • Communications Officer

7. Receipt and Approval of Audited Financial Statements

• Presentation of Audited Financial Statements Presented by Colleen Lawrie CPA, CA, CFP, of Wilkinson & Company LLP

8. Appointment of Auditor for F2014

9. Elections For Executive Positions • President • Registrar/Tier Director • Communication’s Officer • Secretary

10. Old Business

• SLC Project Update

11. New Business • Housekeeping

12. Adjournment

Minutes of Annual General Meeting of Kingston Women’s Soccer Club (KWSC) Dated November 28, 2013

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Present:

Members of the Board of Directors Sandi Wright Bob Machin Terri Buller Marguerite Heer

Sherry Gibson Ginette Blais Rachel Brace Louise Winn

Also Present:

Indoor Winter Teams (based on teams registered during 2013 Napanee season) Hurricanes Luscious Stand Your Ground White Lightning

Outdoor Teams (based on teams registered during 2013 Summer and Fall seasons) Ale House I Ale House II Amazons Cataraqui (S and F) Dirty Martini Dragons Flowers United Hotspurs Hurricanes (S and F) Glengarrians Kickers L & M Building

Luscious (S, F and OW35) Mario Nets Miss Directions PT United Stand Your Ground (S and F) Turf Queens Violet Femmes White Lightning Co-ed Team 3 Co-ed Team 4

DRAFT

Minutes of General Meeting of Kingston Women’s Soccer Club (KWSC)

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Sandi Wright, President, assumed the Chair of the meeting at 7:10 p.m.

1. Introduction of Executive The Board of Directors introduced themselves to the members.

2. Declaration of Conflict of Interest

There was no declaration of conflict declared by any members present at the meeting.

3. Approval of Agenda

The agenda was pre-circulated to members prior to the meeting. Copies were available at the meeting. On a motion moved by Bernie Harpell and seconded by Nicki Mackay it was:

Resolved that, the Agenda of the Meeting of November 28, 2013 be approved. Carried.

4. Approval of Minutes of the KWSC Annual General Meeting of November 26,

2012.

The minutes were pre-circulated to members prior to the meeting. Copies were available at the meeting. There were no requested changes to the minutes. On a motion moved by Nicki Mackay and seconded by Dexter Gaskin it was:

Resolved that, the Minutes of the Annual General Meeting of November 26, 2012 be approved. Carried.

5. Report of the President Sandi Wright prepared a slide presentation for the members highlighting the operational activities of the Board over the last fiscal year. Highlights included:

• Growth of Club – Ladies Masters – Co-ed • Spring Clinic – hosted by Technical Director • Fall Outdoor Sessions- second year • Westbrook Dome project – ongoing meetings • St. Lawrence College – partnership • Members support - feedback A copy of the Directors’ Report was pre-circulated to members prior to the meeting. Copies were available at the meeting.

Sandi reported that the composition of the Board of Directors and Officers appointed


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has contributed to the growth and efficiencies of our club. An opportunity to grow our membership base was explored at the end of the 2012 summer season after evaluating registration numbers at that time. KWSC examined the configuration of the club and gave consideration to restructuring KWSC to include various other soccer divisions such as a Ladies’ Masters (Over 35 yrs) and a Co-ed division. Sandi reported that the Board is pleased to announce that KWSC has added the above noted two divisions to our portfolio and will focus efforts on growing and developing these new divisions to provide alternatives of play for our members.

In early May of 2013, a ‘Spring Clinic’ was organized by KWSC, utilizing the SOSA Technical Director to facilitate a skills and techniques session along with the assistance of some varsity players from Post-Secondary Schools in our Community. With the support from Queen’s University, we were permitted to use their turf field to run these clinics. Feedback from participants of the three day program was extremely positive. KWSC will give further consideration to offering this type of clinic in the future if we have interest.

KWSC Board members have met frequently with the owners and Project Manager of the Westbrook Soccer Dome throughout the year and have continued to support their project. The new indoor soccer facility is a relatively large construction project and with any project of this magnitude, delays are eminent. We thank our membership for their continued patience and look forward to continuing with our indoor sessions at our new location. In addition to the Westbrook project, members of the Board have been meeting with representatives of St. Lawrence College to discuss the partnership with the lighting project. A report outlining the progress of this project is under separate cover in the Agenda package.

The Board continued to meet monthly to discuss operational and procedural matters of the club and to continue to improve processes based on the feedback received from members throughout the year.

Our members have been supportive of the work the current Board has undertaken, and have been providing continuous feedback, which has contributed to an improved working relationship between the members and the Board. We look forward to continuous improvement.

Sandi also reviewed highlights from each Director’s report:

Report of the Vice-President Bob Machin, with the assistance of the Communication Officer, managed the soccer field contracts for the outdoor season. Negotiations with other clubs were made to secure optimal field rental to meet the needs of the members.

The Vice President continues to be an active member of the Southeastern


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Ontario Soccer Association as the Senior Director, attending all of their meetings in addition to meetings with the City of Kingston Field Association. The Vice-President is KWSC’s resource for overseeing the management of our Club’s website to ensure that security measures are in place to protect the integrity of the site and to resolve any functionality issues as they arise in a timely manner.

Report of the Disciplinary Chair

KWSC ran three separate soccer sessions from September 1 2012 to August 31, 2013; a 2012 Fall Open Age & Masters Session, a 2013 Open age indoor session, and a 2013 outdoor session with several divisions as outlined in the Registrars report.

With the exception of one (1) disciplinary notice administered in the 2013 indoor session, the remaining disciplinary notes were all related to the 2013 summer outdoor session. A summary is provided below.

All discipline for the summer 2013 outdoor season was administered through discipline by review; no hearings were required for discipline for player misconduct.

2012 fall season: no cards, no suspensions, and no fines to report 2013 indoor season: no cards, no suspensions, and one fine to report 2013 summer outdoor season: cards, suspensions, and fines to report as follows: 1. Cautions (yellow cards) Tier 1: 7 cards Masters: 1 card Tier 2: 2 cards Co-ed: 0 cards Tier 3: 8 cards Tier 4: 4 cards Infraction Type:

Unsporting behavior: 12 Dissent: 4 Persistent infringements of the law: 4 Entering field without permission: 1

• No player received more than 1 caution • Total Yellow Cards: 22 • Total Games: 290 • Games per Yellow Card: 13.8 • The number of cautions increased in comparison to 2012 Outdoor where 13

cautions were issued


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2. Dismissals (red cards) • Red Cards for Summer 2013: 2 • Game Suspension

Ø 2 game suspension 2013 (2 members) Ø Foul Language (Tier 1: 2nd caution, directed at an official) Ø Foul Language (Tier 3: Directed at an official)

• No player received more than 1 dismissal • Discipline by Review was used to assess the misconduct types and associated

penalties. • Total Red Cards: 2 • Total Games: 290 • Games per Red Card: 145.0 • Same number of red cards issued in Outdoor 2013 as in Outdoor 2012

3. Fines Issued • Fall 2012 – None • Indoor 2013: one forfeit fine < 48 hours notice • Outdoor 2013: Three forfeit fines < 48 hours notice issued; one ineligible

player fine. 4. Protest Hearing • One protest hearing - RE: outdoor 2013 Tier 2 playoff game • Protest was lodged under Section 7.3 of KWSC – re: protests relating to grounds,

flags, goalposts, ball, colours, or other apparatus. - Playing on an unlit field in the dark.

• Game was completed under darkness despite one team lodging a complaint with the referee that for safety reasons they did not want to continue at this unlit field – wanted to finish the game at another field that had become available and had lights.

• Protest hearing was held. • Protest Decision: Game outcome stands however recognized by all parties that

the decision of the referee to continue the game in darkness was poor and not supported by KWSC.

• Action Item: KWSC to review rules and make adjustments to support no play in dark on an unlit field.

** Note: Sandi Wright apologized that this situation occurred.


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Report of the Treasurer Sandi reported on the account balances: Operating Field Fund Starting balance: $1,403 Starting balance: $140,871 Ending balance: $8,524 Ending balance: $148,061 Difference: $7,121 Difference: $7,190 KWSC’s Board continues to look for cost saving measures for our membership. Field costs are considered prior to signing agreements to secure fields for the season. Although turf fields are more costly than a majority of the City fields in our portfolio, these fields provide a better playing surface, are weather resistant and feedback from our members indicates that these fields are the field of choice. Therefore we try to offset field costs with utilizing City fields that are less costly as well as the condition of playing field is also factored in. The field fund fee was reduced this summer from $25.00 per player to $10.00 per player for additional savings on registration fees for our members.

In inclement weather, where the City of Kingston closes fields causing cancellation of games, KWSC is not charged for those rentals.

Fines administered to teams ($400.00,) and bank interest ($1,638.62), contributed to additional revenue for the Club.

Sandi reported on the Summary of expense for Period: September 1, 2012- August 31, 2013: • Auditor fees $3,390.00 • Field/indoor rentals $27,965.91 • Field Lining $2,962.50 • HST $9,102.00 • Prizes $2,300.00 • Referee Fees $17,660.81 • SOSA Fees $12,816.49 • Website $4,875.00 • Administration Fees $2,421.24 Administration fees included:

• Meeting room rentals • Meeting expenses • Bank fees • Director’s insurance • Nets for Woodbine field • First Aid Kits • Spring clinic – thank you gift cards


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Report of the Registrar/Tier Director 774 members registered in the 2013 Outdoor & Fall Session, which is an increase of 200 members. A summary of numbers was given: • Summer 2013:

Ø Co-ed Division: 4 teams with 57 registered players Ø Ladies Masters Division: 4 teams with 64 registered players Ø Open Age Tier Divisions: 29 teams registered with 4 tiers

• Tier 1: 6 teams with 126 registered players • Tier 2: 7 teams with 157 registered players • Tier 3: 8 teams with 171 registered players • Tier 4: 8 teams with 175 registered players

• Fall 2013

Ø Ladies Masters: 3 teams – 3 new OSA registered players Ø Open Tier: 4 teams – 21 new OSA registered players

Report of the Scheduler

In 2013 our scheduling of games went extremely well with the Open Age league scheduled on Thursday evenings, Ladies Masters’ (OV35) Monday evenings, Co-Ed league scheduled on Monday nights and the Fall sessions held on Saturday afternoon and Friday evenings. We played the majority of the games on Thursday nights with only a few scheduled on a Sunday to make up our number of games for the season. The weather did cooperate this past summer so we had minimal rescheduled games. This Summer KWSC had twenty-nine (29) teams the Open Age Tier, four (4) teams in Ladies’ Masters (OV 35) and four (4) teams in Co-Ed. Collectively, 276 games were scheduled and played over the summer season of 2013.

One issue that arose was not having enough fields with lighting to handle all playoff games during the Summer session.

The 2013 outdoor summer regular season first place winners and playoff champions are as follows: Tier Regular Season 1st

Place Playoff Champion Second Place Finalist

Tier 1 Cataraqui Cataraqui Ale House Tier 2 White Lightning White Lightning Stand Your Ground Tier 3 Amazons Lanherne Halliday Construction Tier 4 Boston Pizza Luscious Boston Pizza


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KWSC did not schedule playoff games for the 2013 indoor at Napanee and 2013 Fall outdoor league.

Sandi opened the floor for questions from the members. There were no questions asked.

6. Receipt and Approval of Audited Financial Statements

The Audited Financial Statements were presented by Colleen Lawrie of Wilkinson Chartered Accountants. There were a few questions from the members addressed to Colleen for further explanation of the financial statements. Colleen addressed questions with satisfaction. Sandi thanked the Auditors for their hard work.

On a motion moved by Sandra Jass and seconded by Leslie Lawlor it was:

Resolved that, the Audited Financial Statements ending August 31, 2013 be approved as presented. Carried.

Colleen left the room.

7. Appointment of Auditor for F2014

Sandi Wright indicated that KWSC was extremely pleased with Wilkinson Chartered Accountants and thus recommended that we appointment them again for 2014. On a motion moved by Sandra Jass and seconded by Irene Stead it was:

Resolved that, the Wilkinson Chartered Accountants be appointed as the Auditor for 2014. Carried.

8. Reports From Board of Directors a. Memo 2013-01- Partnership with St. Lawrence College (Field Lighting

Project)

Sandi presented the Memo then open the floor for questions. Wayne Buller indicated that he thought we should get everything in writing. Sandi agreed that this would be the case. Sandra Jass agreed with Wayne and indicated that we should negotiate a good Preferred User Agreement. Leslie Lawlor gave examples of the Tuft Field at the Invista Centre. Terri Buller suggested the KWSC solicit legal advice.


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b. Memo 2013-02- By-Law for Elections and Nominations

Sandi presented the Memo then open the floor for questions. Following discussion it was decided to change this memo to a “NOTICE OF MOTION”. c. Memo 2013-03- Amendment to Constitution Sandi presented the Memo and went over the exact changes that were proposed then open the floor for questions. Note “track-change” documents of the changes to the Constitution were available to the Members. Following a discussion initiated by Bernie Harpell, it was decided to change this memo to a “NOTICE OF MOTION”.

9. Roll Call

The Treasurer confirmed that a quorum existed to conduct the elections.

10. Elections Sandi explained the role of each of the Executive positions.

I. Nominations for the Position of Vice-President;

No nominations were received prior to meeting. No nominations received at meeting. Bob Machin indicated that he would be willing to serve as Vice-President for an additional term. No vote required, sole nomination. Bob Machin was Acclaimed Vice-President of KWSC for an additional term. Carried.

II. Nominations for the Position of Treasurer; No nominations were received prior to meeting. No further nominations received at meeting. Terri Buller indicated that she would be willing to serve as Treasurer for an additional term. No vote required, sole nomination. Terri Buller was Acclaimed Treasurer of KWSC for an additional term. Carried.

III. Nominations for the Position of Disciplinary Chair; No nominations were received prior to meeting.


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Terri Buller nominated Sandra Jass at the meeting. Sandra agreed to let her name stand. Sandi asked Sherry Gibson if she wanted to stand for an additional term. Sherry indicated no. No vote required, sole nomination. Sandra Jass was Acclaimed Disciplinary Chair of KWSC. Carried.

IV. Nominations for the Position of Scheduler/Statistician No nominations were received prior to meeting. Sandi Wright nominated Sherry Gibson at the meeting. Sherry agreed. No vote required, sole nomination. Sherry Gibson was Acclaimed Scheduler/Statistician of KWSC. Carried.

Note Sandi indicated that in the minutes from the 2012 AGM it was stated that Louise Winn agreed to be Secretary for one more year, however unless there was opposition Louise agreed to serve in this position until the end of the term (November 2014). There was no opposition.

11. New Business A) Indoor Session – Westbrook Dome

Sandi indicated that the indoor session would start at the beginning of January 2014. Sandi also indicated that there would be a media event at the dome on Friday November 29, 2014 and that everyone was welcome and encouraged to wear their soccer jerseys.

B) Technical Director – Spring Clinic and Women’s Only Coaching workshop Sandi reported that KWSC plans to hold another another Spring Clinic and to check the website for details on a Women’s Only Coaching workshop.

C) Blind Assessments of Referees Wayne Buller reported that SOSA will be conducting blind assessments of all senior referees in the near future.

12. Adjournment

On a motion Moved by Bernie Harpell and Seconded by Dora Nomikos, it was:

Resolved that the meeting be adjourned at 8:35 pm. Carried.

MEMO 2014-01

ANNUAL GENERAL MEETING

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To: Members of Kingston Women’s Soccer Club From: Sherry Gibson, (Former Acting) Discipline Chair Subject: 2014 Outdoor Report Date: November 24, 2014 This memo is presented to members of the Kingston Women’s Soccer Club, (KWSC) for their information. Background: The KWSC Scheduler/Statistician took on the role of Acting KWSC Discipline Chair on a temporary basis for the KWSC Outdoor 2014 season. This came about as a result of the vacancy created with the removal of the Discipline Chair by the KWSC Board during May 2014. This report summarizes discipline related matters attended to over the period mid-May to end of August 2014 and primarily relates to 2014 outdoor discipline. The KWSC 2014 summer outdoor season cautions, dismissals, suspensions, and fines to report as follows:

• In 2014 Tier play there was a significant 150% increase in the number of outdoor

Cautions issued in comparison to 2013 outdoor (22 cautions issued in 2013, and 13 issued in 2012).

• 2014 outdoor Games per Caution (Yellow Card): 4.36

Cautions Summary - 2014 OutdoorBy Infraction Type # issued By Tier # issued

Dissent 9 T1 14Persistent infringement 3 T2 20Unsporting behaviour 42 T3 19Not giving required distance at restart 1 T4 2

55 55

No Cautions issued in Masters Play

Memo to KWSC Members Annual General Meeting of November 24, 2014 2014-11-24 Page 2

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• Discipline by Review was used to assess the misconduct types and associated penalties.

• 3 dismissals reported during 2014 outdoor season • 2014 outdoor Games per Dismissal (Red Card): 80 • Seven suspensions issued in 2014 outdoor as a result of reported (dismissal, special

incident, by opposing player) misconduct.

Issues with Administering Discipline

Although the KWSC rules are posted on the KWSC website and available to all members, and the rules are clear that KWSC renders discipline in accordance with Ontario Soccer Association (OSA) discipline, members do not make themselves familiar with the rules until they are in a discipline situation. All members are subject to discipline and that includes Board members acting in a team official role or in a player capacity. In several cases where KWSC administered discipline this summer we subsequently received requests from those being disciplined to waive fines, and to lessen the discipline. There were at least two cases where both the Acting Discipline Chairperson and the President were contacted by several players and by the team representative to share their side of the incident story and to express displeasure with administered discipline. It is the KWSC member responsibility to be aware of and understand the rules and OSA discipline process before participating in a KWSC game.

Suspension Summary - 2014 Outdoor

No. Report Type and Infraction TypeRendered by & (Conducted by) Tier

Suspension (# games) Fine Notes

1Dismissal Report -‐ for receiving a second caution in a game where at least one was directed at a game official

DBR (KWSC) T2 2 no carry over from 2013

2 Dismissal Report -‐ Serious foul play DBR (KWSC) T3 2 $25 fine

3 Dismissal Report -‐ Violent conduct DBR (KWSC) T1 3 $50 fine

4 Dismissal Report -‐ Violent conduct DBR (KWSC) T1 3 $50 fine 1 game carry over to 2015

5Special Incident Report -‐ Use of offensive, insulting or abusive language and/or gestures by a Player directed at a Game Official

DBR (SOSA) T1 3 no

6Special Incident Report -‐ Use of offensive, insulting or abusive language and/or gestures by Team Official directed at a Game Official

DBR (SOSA) T1 4 no

7 Reported by Opposing Player -‐ Violent Conduct DBR (SOSA) T2 3 no 3 game carry over to 2015

8 3 Reported Cautions during season DBR (KWSC) T3 1 $25 fine

All suspensions rendered by - Discipline by Review (DBR)

No dismissals or suspensions in Masters Play


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KWSC Rules Amendments

In July 2014, the membership was notified of a change to the tie-breaking procedures for upcoming Tier playoff games. The minimum timeline for rule change notification was observed by the Board. Further the membership was provided with the reasons for the change; field budget limitations due to the change from per game rates to per hour field rates, and to ensure games without lighting be completed prior to darkness thereby mitigating possible safety risk to players.

In August 2014, the membership was notified of an update to indoor rules to reflect the Board’s decision to change to 6 v 6 play for the upcoming 2014/2015 indoor season, to lower the minimum age threshold for Masters to 30, and to tighten the loan player and goalkeeper rule as a result of rule misinterpretation that arose during the 2014 season. Attachments: 1. KWSC Appendix B: Schedule of Fees, Fines, Bonds and Penalties 2. KWSC Appendix C: Standard Penalties for Misconduct by a Player

Link to full OSA Discipline Policy: http://www.ontariosoccer.net/Portals/438/Documents/9.0%20Discipline.pdf

MEMO 2014-02


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To: Members of Kingston Women’s Soccer Club From: Sherry Gibson, Scheduler/Statistician Subject: 2013/2014 Scheduler/Statistician Report Date: November 24, 2014 This memo is presented to members of the Kingston Women’s Soccer Club, (KWSC) for their information. Scheduling Highlights: Over the past 2013-2014 year, KWSC ran a 2013 fall women’s Open & Masters session, a 2014 women’s open Tier (A, B, C) indoor, Masters and Co-Ed session, and a 2014 outdoor session with several divisions (women’s Tier 1, Tier 2, Tier 3, Tier 4, Masters). There was some uncertainty about whether the Westbrook Dome would be complete for fall 2013. As a result, KWSC made the decision to run a fall 2013 outdoor session with the expectation that the Westbrook Dome would be available for an indoor session commencing in January 2014. At the end of 2013, the Westbrook Dome did open, and KWSC scheduled Tier, Masters, and Co-Ed indoor sessions that commenced early January 2014 and ran through to the beginning of May. For Tier play, enough teams registered to allow for a 3 Tier schedule (A, B, C) instead of the 4 Tier (1, 2, 3, 4) schedules that KWSC teams have been accustomed to. For 2014 outdoor, KWSC again ran a 4 Tier outdoor schedule, as well as a Masters session. The number of teams registered increased marginally in the Tiers as compared to 2013 outdoor. Scheduling summary by season is provided in the following table:

2013 Fall Outdoor 8 game schedule and no playoffs at Queen’s turf fields for: • Open Tier consisting of 6 teams (Saturdays, 50 minute

games) • Master Tier consisting of 4 teams (Fridays, 50 minute

games) • 40 games scheduled • All games were played as scheduled


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2014 Indoor 16 game schedule and no playoffs at Westbrook Dome for: • Tier A (6 teams), Tier B (6 teams) , Tier C (4 teams) –

Thursdays, 50 minute games.

• Masters (4 teams): Tuesdays, 50 minute games.

• Co-Ed (6 teams): Sundays, 50 minute games. Schedule had been completed with 5 teams then a 6th team was accepted which resulted in schedule updates.

• 208 games scheduled

• A few forfeits and cancellations by teams 2014 Outdoor 14 game regular season schedule plus playoffs for:

• Tier 1 (6 teams), Tier 2 (8 teams) , Tier 3 (8 teams), Tier 4 (6 teams): primarily Thursdays plus the odd Sunday (90 minute games)

• Masters consisting of 4 teams (Mondays, 50 minute games)

• 240 games scheduled

• Season was to begin May 15 and schedule was set to be released however due to rain weather the City shut down grass fields until beginning of June. As a result, the schedule had to be re-worked, and alternate turf locations and times booked as much as the budget would allow, and then some locations were booked for Sundays. There was extensive budget analysis completed to determine what options were available to KWSC for alternate locations. The closures affected about 40 KWSC games. With the wet summer, closures continued to be a threat throughout the entire season including playoffs.

• Workload for scheduling was challenging in terms of time commitment. It was much heavier, manual, and ongoing throughout entire summer in comparison to previous summers. Due to the closures and uncertainly, games had to be individually scheduled rather than an upload of entire schedule.

• Through much coordinated Board effort, both regular season and playoffs were completed in full prior to end of August; that is, no games were cut from the schedule.


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Statistics – Standings Highlights Highlights by season are provided in the following table: 2013 Fall Outdoor Note: no awards and no playoffs. 2014 Indoor Season First Place:

Tier A: United Tier B: PT United Tier C: Rigney Masters: McCullough Hotspurs Co-Ed: Cataraqui Note: no awards and no playoffs.

2014 Outdoor Season Champion Playoff Champion Playoff Runner-Up Tier 1: Viceroy Tier 2: Velocity Tier 3: Halliday Const Tier 4: Turf Queen’s

Tier 1: Viceroy Tier 2: Stand Your Ground Tier 3: Halliday Const Tier 4: Turf Queen’s

Tier 1: Alehouse 1 Tier 2: Kickers Tier 3: Hyundai Tier 4: Napanee Thunder

Outdoor Playoffs Scheduling playoffs was a challenge for 2014 outdoor due to all of the field cancellations throughout the regular season and the continued threat of field cancellations during playoffs. The Board has received some informal feedback that members would like to see playoffs eliminated from summer outdoor. The membership may want to consider at the spring KWSC General Meeting whether outdoor playoffs should be continued for 2015 outdoor.

MEMO 2014-03


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To: Members of Kingston Women’s Soccer Club

From: Rachel Brace, Tier Director/Registrar

Subject: Tier Director/Registrar Report

Date: November 24, 2014

This memo is presented to members of the Kingston Women’s Soccer Club, (KWSC) for their information

Tier Director/Registrar 2014 AGM Report • 351 player registrations for 2014/2015 INDOOR• Increase of 59 player registrations from 2014 (Jan to May) INDOOR (292 overall player

registrations)

OUTDOOR 2014: • 691 player registrations (692 in 2013)

Masters Division: v 2014/2015 INDOOR; 6 teams with 80 player registrations (growth of 2 teams and 25

players) v 2014 OUTDOOR; 4 teams with 75 player registrations (increase of 11 player

registrations from 2013)

v Ladies Masters Division continues to grow from season to season. v KWSC changed age eligibility from 35 years of age to 30 years and older ; 2014 Outdoor;

52% of KWSC registered players were 30years of age and older and currently 2014/2015 INDOOR 70% of KWSC registered players are 30years of age and older.

Loan Players: • a loan player can only be called up 3 times across all teams (includes playing out and as

a goalie)• a team can only have 8 players dressed on bench (including up to 3 loan players),

exception to this rule is utilizing a loan goalie


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Given the number of questions/concerns arising from teams utilizing loan players KWSC is working with E2E to find a solution to track use of Loan Players across all teams. An option that may be piloted is the use of a PLAYER UP function on the E2E site for team reps to access when requesting/needing to use Loan Players. Quick reminder of INDOOR rules pertaining to registered players: 1.6 A team found to have used any ineligible players shall forfeit the game(s) to its opponent(s). In the event that both teams are guilty of using ineligible players, no points shall be awarded. A team found guilty of using the ineligible player(s) shall be fined as per the Schedule of Fees, Fines, Bonds, and Penalties (Appendix B) and the team may face suspension from the Club. 2.8 The maximum number of registered players allowed per team in indoor play is 16. 2.9 Each team is limited to registering no more than three (3) competitive players per team; a competitive player is defined as a player who has played on a Post Secondary team or played in a competitive league in the last twelve months. 2.10 Women’s Masters division players must be at least minimum 30 years of age by the date of the first scheduled game for the season.

MEMO 2014-04


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To: Members of Kingston Women’s Soccer Club From: GInette Blais, Communications Officer Subject: Communications Officer Report Date: November 24, 2014 This memo is presented to members of the Kingston Women’s Soccer Club, (KWSC) for their information Background: The most important components of my role as KWSC Communications Officer and Co-Director of Fields have been managing communications and developing a network of resources and partnerships throughout the City of Kingston. Responding promptly to member inquiries and / or forwarding those inquiries to the appropriate Director ensures that those questions or concerns are dealt with in a timely fashion. As Co-Director of Fields my responsibilities were twofold: meeting with representatives from the City, Queen’s University, CFB Kingston and the 1000 Island Sportsplex to secure field rental agreements for our Club’s use and secondly, obtaining preferred rates for those fields whenever possible. Month-to-month duties included adding, confirming, modifying and releasing fields from our contracts. Regularly attending to these tasks ensured that KWSC stayed within the budgeted amount designated for field use. This past summer, modifying and releasing fields alone resulted in cost savings upwards of $2000. As Co-Directors of Fields, we also did our best to assure that the fields were well maintained and appropriately lined. We followed up regularly when notified that the fields were in need of repair, lining or grass cutting. Though the treasurer includes the cost for field lining in our budget, a goal for next year is to reduce this expenditure by working with the City to develop a more suitable and equitable cost-sharing program, based on each club’s usage during the week. With the guidance of a Recreation Supervisor from the City of Kingston, we are hoping to establish a comprehensive method of tracking, invoicing and remittance for the field lining costs in partnership with other field usage groups. This will create a more accurate percentage-based method of sharing the cost among all preferred user groups.


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This will be my last term as Communications Officer and Co-Director of fields. I will be happy to assist in the transition with the next elected or appointed member who takes on this responsibility following the AGM in Nov. 2014. Field Use for 2014 Jan – April 2014: Indoor (Turf Fields) Tuesdays – Ladies Masters Thursdays – Tier Play Sundays – CoEd Play 1000 Island Sporstplex Mid May – Mid August 2014: Outdoor (Turf and Grass Fields) Mondays – Ladies Masters at Nixon Field, Queen’s campus Thursdays and occasional Sundays – Tier Play City of Kingston: St Lawrence, Woodbine 2, 4 & 5, Caton’s 1 & 2, Caraco, John Machin, Queen’s University: WC Turf, WC North & South Fields and Tindall CFB: Hospital (Thursdays and most Sundays to play rescheduled / postponed games) Playoffs for Tier Play: Thur Aug 14, Sun Aug 17 and Thur Aug 21. No Playoffs for Ladies Masters *No Fall Session in 201 as the 2014-15 indoor session for Tier Play and Ladies Masters began in mid Sept 2014.

"Passion and teamwork can turn a bunch of ordinary folks into an unbeatable, winning team."

Prakash Iyer, Author - The habit of winning