January 18,2025 AYSO Region 870 Annual Board Retreat
Location: Central Willamette 7101 Supra Dr. SW Albany OR 97321
8:30-9:00 am Potluck Breakfast.
9:00-5:00 Meeting
12:45 pm Lunch will be delivered. Catered by Panera Bread.
Present: RC-Tricia Costa, Coach Admin.-Jim Beers, Treasurer-Dana Vugteveen, Referee Administrator-Vince Waterhous, Registrar-Barbara Anderson, Uniforms Corridator-Becky Anderson, Safety Director-Eddy Jimenez. Alliance Cooridnator,(ARC)-Efrain Aquirre, Publicity-Nicky Brennen.
Jan 10, 2026 Next AYSO Region 870 Annual Board Retreat.
Jan 13, 2025 Spring registration open. Only for adding players to existing teams. No new teams are formed as we have seen the disadvantages of playing against an already established team from the fall.
Exception to this decision is in the 05U, 06U divisions. If a new team is created, there must be two teams to keep the division balanced.
As 19U does not play in the fall, teams are created in the spring for this division. There is a request to see if there is the demand and game competition to have an all girls 19U team in Region 870, home base, Lebanon.
Jan 18 The board agreed to meet in person at least three times a year making all other board meetings virtual. Annual Retreat, after spring season, and prior to fall season. The large goal nets need to come off and be put away for the remainder of Winter. When the nets are put back on the goals for Spring Season they need to be put on the correct way and rope needs to be purchased. Gratitude and thank you to Dustin Scott and MECOP for the use of the facility and coffee.
Jan 22 Jim will email coaching staff to ask them to reach out to their teams to confirm that all players are returning for the spring. The deadline for responses will be February 15th. Tricia will send out region wide email to also remind the region to communicate with coaching staff and/or registrar if not returning for spring, and to reach out and communicate with new spring players.
Feb 3 Board Meeting /Virtual 7pm
Referee Recruitment!!!
Vince will be offering an intermediate ref training in March. Day TBD by Feb board meeting. Hoping to get at least 4 people for training.
Discuss Soccerfest: Decision was made to mirror the way that Nationals play Soccerfest.
How long will the games be scheduled for?
Where shirts/jerseys will be ordered from?
Parents Registering, how are we taking payment?
Have banners put up on the city lights (Eddy) - 150 for permit and hanging for 2 weeks. ttps://www.ci.lebanon.or.us/publicworks/page/street-banners
Region 870 Policy for Improper Conduct and the Consequences for Such Behavior Reviewed and posted on Website. Also to be sent out to all coaching staff and referees.
Uniform style for the fall2025/spring2026 to be picked at board meeting.
Feb 4 RC will email the Region about the End-of-the-Year Medal Design Contest. Submissions are welcome from AYSO participants, both parents and players.
Feb 12 Touchline Articles due for spring email/facebook. Nicky and Tricia will work on this over the next 3 weeks.
Feb 15 deadline for returning players/volunteer updates.
Feb 21 thru 23 EXPO will be held in Reno/Sparks NV. Early registration ended Jan 15th. Sterling Rose will be attending Expo this year. He is going down to take the Referee Instructor classes.
Feb 28 First Spring Uniform order will be submitted by the end of Feb. Subsequent orders will be placed as needed by Becky Anderson. EotYM Designs are due for vote at March Board Meeting.
March 3 Board Meeting / Virtual 7pm
Discuss Strawberry Parade Participation. Theme: Strawberry Circus. Make signs/fliers to hand out to the community. Discuss what other items to hand out at the parade. Reach out to the region for interest in helping with organizing participation in the parade. RC will pay for the entrance fee for the parade. Board vote on medal design.
We currently have the Albany and Lebanon sheds along with the Lebanon storage unit. Discussed adding a second clubhouse in Lebanon and getting rid of the off-site storage unit. Would still need a more secure location for the canopy and sound system. Old medals, registration supplies, old nets, old/new balls, plumbing supplies. Request also looking into a smaller storage of field sites to store more valuable supplies. The storage unit in Lebanon needs to be cleaned out.
It is discussed to potentially get a shed from Premier Buildings instead of continuing to rent a storage unit. Becky will discuss with Premier Building about possible partial donation of the building or other options.
March 6 Touchline/Spring Email/Facebook. RC will order porta pots.
Jim will start sending out information to the coaching staff that teams will NOT be allowed to practice on the fields during the Spring season. The only team that is allowed to practice on the fields once a week will be the team that is painting the fields.
Mar 17 Practice begins for the Spring Season. Send out email to all 8U and above Region participants about Soccerfest. Those games will be played to mirror how Nationals play Soccerfest.
March 22-23 12U Alliance Try-Outs for the Fall Season at LHS fields.
March 25 RC will order End-of-the-Year Medals no later than this date to confirm appropriate number count for participants. Was requested this year to make them in key chain form vs medal on ribbon.
March 29 Registration for Soccerfest opens. Information will be sent out to parents to register their child for Soccerfest. Field building begins for the spring season. (Getting confirmation) will be heading up the Albany field building. (Getting confirmation) will be heading up the Lebanon field building.
March 29-30 15U and 18U Alliance Tryouts at LHS fields.
April 1 Regional Referee Training 5:30-8pm Albany - Timber Linn fields. Instructor Vince
April 3 Regional Referee Training 5:30-8pm Lebanon - Cheadle Lake Field. Instructor Vince
April 5 First Game Day. Spring Registration closes at midnight.
April 5-6 Makeup Tryouts for All Divisions in Alliance
April 7 Board Meeting / Virtual 7 pm
Update on Strawberry Parade Planning
April 12 Fall Registration Opens.
April 19 Soccerfest registration closes at midnight.
April 26 Shirt/jersey order for soccerfest in.
May 5 Board Meeting / Virtual 7pm
May 10 Start handing out End-of-the-Year Medals to coaches. Shirts/jerseys in for Soccerfest.
May 17 Last Core Spring Game
May 18 Volunteer Appreciation Luncheon.
Location TBD. Time frame from 2-5 pm. Pizza from James Gang. Door Prizes? Specific Topics would we like to cover? Sportsmanship Award: including but not limited to recognition for referee of the year and youth referee of the year that would then be nominated to be Area referee of the year. Nominations come from board members on the field observing above and beyond behavior. Refereed a certain amount of games season/year. Potentially a budgetary item on an annual basis.
May 23-26 (NAGM)National Annual General Meeting in Kansas City RC-Tricia Costa would like to attend this year.
May 24 Soccerfest for 08U and above divisions.
May 30 Order Coach Kits by the end of month. RC will work with Jim in getting contact information and specifics with all that is ordered for coaches kits. Eddy requested upgrades in First Aid Kits that are supplied in coaches bags. Recommended to continue with the same ball colors per division.
Baden Balls: As of purchase for fall2024/spring2025.
S130Z-703D Z-SERIES SIZE 3 GREEN/WHITE 192 Each 10.99 2,110.08UPC No.: 052125087473
S140Z-704D Z-SERIES SIZE 4 RED/WHITE 74 Each 10.99 813.26 UPC No.: 052125087442
S150Z-702D Z-SERIES SIZE 5 ROYAL/WHITE 21 Each 10.99 230.79 UPC No.: 052125087381
June 2 Board Meeting /Lebanon 7pm
Tricia will see about possibly using the Lebanon Fire Department or the Lebanon Senior Center for the in person meeting. Discuss when and how to best hand out uniforms to teams.
June 6-8 Strawberry Fair/Parade - The group would like a better turnout for the strawberry parade.We will recruit teams to march in the parade and get banners.
June 7th is the Grand Parade. Nicky will put it into the Touchline to see about getting parent volunteers to help with the parade float.
June 27 Registration Closes for fall2025/spring2026 season. Waitlist Activated. Late fees of $20.00 to $30.00 will be implemented.
June 29 Team Formation 9am. RC-Tricia Costa’s house. Participation for team formation expected: Tricia, Mariana, Eddy, Barbara, Nicky, Jim. Food will be provided.
June 30th Order Folders For Parent Orientation by RC.
July 4 fall2025spring2026 Rosters will be posted.
July 7 No Board Meeting
July 15 First Fall uniform submitted, subsequent orders will be placed as Becky sees needed.
July 21-27 National Games Region 870 has B12U-EXTRA(CoEd) and B14U-CoEd registered. Region 870 covered the $500.00 individual registration fees for each team.
July 22 RC will review appropriate paperwork with the board and submit it to MoreInk for printing for Parent Orientation.
Aug Golden Gate Official Dates TBD
Will continue to monitor until dates have been set. Then start soliciting volunteers to see who would like more training.
Aug 4 Board Meeting / Virtual 7 pm.
Discuss Parent Orientation and Volunteer Support.
RC will order porta pots for fall2025 season.
Start advertising for the Simon Claydon Scholarship for Youth Referees.
Aug 11-12 Parent Orientation Denver Fields Cheadle Lake Lebanon. Specific Divisions and Times on Region Calendar.
Aug 13-14 Parent Orientation Timber Linn Park Albany. Specific Divisions and Times on Region Calendar.
Aug 18 Practice for the fall season begins.
Aug. 30 Field building begins for the fall2025 season. TBD will be heading up the Albany field building. TBD will be heading up the Lebanon field building.
Sept 2 Regional Referee Training 5:30-8pm Albany - Timber Linn fields. Instructor TBD.
Sept 4 Regional Referee Training 5:30-8pm Lebanon - Cheadle Lake Field. Instructor TBD.
Sept 6 First Game/Picture Day/Fall registration closes at Midnight. It was discussed at the retreat to forgo Jamboree for the fall2025spring2026 season and start with regular game day. RC will communicate with NSP about having photographers at both Albany and Lebanon fields.
Sept. 8 Board Meeting / Virtual 7 pm
Becky will place the final fall2025 uniform order in.
Oct 6 Board Meeting / Virtual 7pm
Oct 18 Last Fall2025 Core Game
Oct 25-26 AREA Tournament
RC-Tricia Costa will contact the AREA RC’s and Area Director about the 2025AREA Tournament. It was discussed to forward and advertise any information from the AD about the Tournament as is received. It was discussed and decided that Region 870 will decline hosting the AREA Tournament for the fall2025 season.
Nov 3 Board Meeting in person, Albany location TBD 7pm
Pros/cons from Fall Season.
Dec No Board Meeting
Dec TBD Section Tournament for 10U, 12U,14U Divisions.
There are no Coach Trainings on the calendar as of yet!!
BREAK!!!!!
Status of B12U-Extra CoEd Coaching staff? Roster full?
Head Coach: Gary Savage. Assistant Coach Amber Yeager and Jenniere Hirschfelder. Certifications need to be reviewed and confirmed are all up to date. If not, certifications need to be completed by May 31st. The roster is full.
Status of B14U-CoEd-Nationals Team? Coaching Staff? Roster full?
Head Coach: Thomas Harding has signed up and needs to complete all necessary certifications by May 1st. Assistant Coach: Team is still in need of an AC. The roster currently only has 10/15 on roster. RC to contact and confirm the due date to request refund if unable to fill the roster.
Status of B17U Alliance team. Coaching staff? Roster full?
Head Coach: Efrain Aguirre. Assistant Coach: ??
Parents who paid for the R870 EXTRA team need to be refunded. Alliance registration is through the AREA website.
Albany Field Project Update: No update at this time.
Jim brought up the bare spots created in the goals and asked if there was something we could do to repair the fields.
Tricia will contact the city of Albany to discuss the bare spots in the fields where the goals are.
New Summer Camp Affiliation for Region 870. AYSO Play!
Nicole Chapman from Region 149, Corvallis has been hired to run AYSO Play! Summer Camps in the Willamette Valley.
Albany, June 23rd-27th
Lebanon, July 7th-11th
Albany, July 21st-25th
Question needing to be asked of Nicole by the RC.
Where does the money paid for camps go? Divisions? Price?
Financials and budget:
Dana has email spreadsheets. Go over at this time.
Was discussed to increase region fees from $70.00 to $80.00 (this does not include the $25.00 National Membership fee nor the processing fee, currently: $2.75).
It was discussed that uniform replacement fees need to raise it up from $25.00 to $40.00 as we are losing money on these replacements.
It was discussed and agreed upon getting new goals(12ft) for the 10U(field#4), Cheadle Lake. Current goal size on the field is allowed but not ideal for 10U division. One new goal(24 ft) will be purchased for Field #6, Cheadle Lake, as the back support is broken.
Need to look to see what we have available for corner turf flags.
Mariana/Becky are researching Quotes for 200/300/400 shirts/jerseys for Soccerfest.
Fundraising / Sponsorship :
Eddy will work on a form for Sponsorships from companies. Mariana had previously worked on a sponsorship paper, but we currently do not have something official.
Vince talked with Bimart and they are possibly able to help with sponsoring.
Food trucks: Mariana will contact vendors in regards to possible First Game Day/Picture Day participation in both Albany and Lebanon fields. Also contacting vendors for participation in Soccerfest.
Games in Sweet Home:
We will not have games in Sweet Home in the spring season.
Games in Halsey:
We will not have games at Central Linn for the spring season.
Play up/ Play down request policy will be added to the website. RC will contact parents regarding Playup/Playdown requests upon board decisions. Requests should forward to RC, Registrar, CVPA, Coach Admin.
Publicity: Nicky will increase Facebook/Instagram presence in increasing the amount of posts on a weekly basis. Look into setting up auto posting.
Discussed possibly getting curtain banners to hang in towns to advertise when registration opens. Eddy will bring information to the Feb meeting for banner requirements for advertising in Lebanon and Albany. When there are events or things that need to be promoted, please contact Nicky with details in order to help facilitate the releasing of information. Same goes for Touchline stories.
Check to see about advertising on the billboard in Lebanon? Gilliot Home Billboard. Tricia will talk with Ethan about the requirements to advertise on the Billboard. Also talk with CSC about the billboard advertising as well.
The suggestion was made to add a “spotlight section” in the Touchline. Nominations from coaches/referees for players going above and beyond. Jim will need to relay this information to coaches.
Simon Claydon Scholarship for Youth Referees
Current Balance: $575.11
Encourage youth referees to apply. An announcement of the scholarship will be made in the Fall season for applications. Add to the Touchline in August. Promote in the High Schools
Spring Interplay Teams
B12U-Extra-Coed
B17U-Alliance Team
The current table is good. Tricia will contact Nationals and get confirmation on the guidelines for age divisions.
School Yard Division:
Jim would like to make the school yard division be more organized. Possibly be more like Region 149’s program. He would like to have someone else take over the School Yard Division to step in and run the program. Efrain suggested advertising it to U19 players for volunteer hours.
Jim will need to change the template for the website in order to change the colors on the website.
Jim wants to promote doing extra practices once a month.
How to handle volunteers that have not completed their online training?
If Jim could assist Alexis with communicating with coaches and assistant coaches.that are not up to date.
Alexis will continue to work with volunteers to get them up to date with their volunteer information. If they do not complete the materials prior to the start of the season then the board will take additional steps.
Tricia will get in touch with Alexis to start emailing and contacting volunteers who have not completed their online training and that the spread sheet is up to date.
Region 870 Policy for Improper Conduct and the Consequences for Such Behavior.
Improper conduct of a coach, assistant coaches, referee. Review Final Draft to be posted on Website. Also to be sent out to all coaching staff and referees. This should be discussed at the February Board Meeting.
Practice Expectations for Players and Coaches
What is our policy regarding parents who do not show up to pick up their children from practices. Tricia will reach out to Nationals to figure out what policy is at that level.
Need to update the autoresponses that go out with spring registration
Tricia will work with Barbara on the responses that are sent to parents.
Information needing to be put on website:
Individual age division logistics. Region 149 posts the information and appears to be in a similar format than are looking for. The group will review and if appropriate ask permission to use it on our website either by linking or copying and pasting. Practice Schedules per division.
Every board member has editing access to all pages on the website.
Division rules regarding positions played
The discussion is about allowing players to play in different positions and not forcing them to play in just one position.
Clarification about kids in HS but able to register for MS due to birthdate. If playing on the HS team can NOT play for the MS division in AYSO.
W Vang signed up for EXTRA but on WL for 12U Core
Tricia will get ahold of the family and let them know the EXTRA team is full but they may be able to join the Central Linn 12U Team.
Due to extenuating circumstances, the Kennedy’s asked for a refund for J. Kennedy and M. Kennedy for their 2024/2025 EXTRA registration fees. The refund was approved.
Dana made the motion for Tricia Costa to be the RC for another 3 year term. The vote was unanimous and Tricia accepted the position as Regional Commissioner for the next three years.
Meeting adjourned @ 4:50pm