EVAA Board Meeting Minutes October 17, 2011 at 7:00 PM Apple Valley Community Center

Transcription

1 EVAA Board Meeting Minutes October 17, 2011 at 7:00 PM Apple Valley Community Center Attendees: Scott Selby Lee Spelbrink Lisa Schlosser George Singer Marc Dannecker Manny Oliveros Sarah Trachet Michael Schmidt Rosie Lisenby-Munz Rae Lynn Klinger (Exec. Asst) Bill Schwartz (Track & Field) Dave Freed (Cross Country Skiing) Mike McClure (IH Baseball) Kannika Burch (Track & Field) Program Updates: Traveling Basketball (Johnny G.) - Welcome new board members Stacy Tonnesen (girls tournaments), Mike Gorden (equipment), Peg & Jerry Woehler (concessions) along with new members within the last 6 months - Stacy Greven (boys tournament), and Peg & Mark Chalgren (uniforms). First annual EVAA Basketball Kickoff "3 on 3 Jamboree" will be held October 29 at AVCC for all EVAA Traveling teams - boys & girls. Requesting a copy of certificate of liability insurance for Our Savior Church (gym usage). EVAA Boys Tournament is scheduled for Nov 19 & 20. Girl s tournament Feb 11 & 12, boys and 98 girls, for a total of 224 kids in program/on teams this year, up 23 from last year. In House Basketball (Steve C.) - Welcome new K-3 coordinator Derick Bishop. Also looking for Grades 4-6 coordinator. Steve Crenshaw to cover this age and work with new coordinator. In-house Basketball started Monday, October 23rd. Numbers are total K-3 rd grade. Eastview Boys coaches will have 2 clinics-- October 29th for 3rd grade boys and November 5th for 1st and 2nd grade boys. EVAA night is December 6th (Eastview vs Edina). 4th-6th grade advance training starts October 29th. Registration closes on 10/21/11. Current registration numbers are 53 (budgeted for 60). Traveling Baseball (Jeff B.) - Elected 4 new Board Members at our October meeting so we have a full Board of 19 members. Winter Clinic - as of today we have 100 people signed up. Starts 11/4 and runs for 16 Friday nights. Maximum number is

2 200--so we still hope to get to that number. Working on budget and will plan to present at the December meeting. Fall baseball with the Metro Baseball League wrapped up about a week ago and Eastview had a higher than normal participation. We took this as a positive sign. Cross-Country Skiing (Dave F.) - Received firm quotes on 25 sets of ski equipment (skis, bindings, boots, and poles) from 3 different retailers. Gear West did not respond to our request and Dick s Sporting Goods no longer sells cross-country ski equipment. We are recommending that the organization choose Valley Bike and Ski as our supplier due to their favorable pricing and the ease of working with a local source. We are proposing a program fee structure as follows: Registration fee of $85 (with possible early bird discounts reducing fee to $85), which includes the following: Membership in the Minnesota Youth Ski League, which includes 8 scheduled ski-outings at Lebanon Hills and Long-sleeve EVAA X-country T-shirt. If ski equipment rental is needed, an additional $65 will be charged which will cover the use of the equipment for the season. Once we have approval on the equipment purchase and fee structure, we will set up the registration page on the web site. Track & Field (Kannika B. and Bill S.) - For the 2012 Track and Field season we have recruited some help. There is going to be a committee 4 right now, but will continue to work on recruiting more help. In getting others to be involved hopefully we ll be able to grow the program even more. See an even bigger increase in participants this year. We will have our first meeting November 1 st. One change we re thinking of making is recording each participant s event results and posting them on the EVAA website. Still need to figure out the logistics of doing this. This will allow each athlete to see their improvements throughout the season. Maybe at end of season we ll hand out trophies or awards for most improved for each gender in each age group in each event? We hope to start advertising the program in schools and daycares in November. Registration will go from November to mid to end of February with the season starting end of March or beginning of April. Football (Chris A.) - Football had our Lightning Bowl in the EVHS stadium this past Saturday night. It was a fun event and well attended once again. We will start collecting the football equipment in the next couple of weeks. Volleyball (Stephanie U.) - Our Fall In-house season is coming to an end with the end of season tournament at Scott Highlands Middle School on Saturday, October 29 th. All is set for that. It has been a good season. Our Fall Traveling season is also coming to an end with the last competition on Saturday, October 29 th. It s been a good season shared practices were difficult so we will try to avoid those as much as possible in the future. We had a fun event with this group we took 52 people (players, parents, coaches) to see the Gopher Women s volleyball team play

3 Northwestern on Sunday, September 25 th. It was very fun and we plan to make it an annual event. Winter JO is open for registration. This season starts up pretty quickly for the younger kids. Our tryouts are on Saturday, November 5 th for the U12 and U14 groups at AVCC in the morning and early afternoon. Registrations are starting to trickle in so far about 6 in each of these age groups. We ll send out an reminder early next week to generate more interest. We are continuing to work on generating interest for an older kid s team. We ve added 17 year olds to our group making it a combined 15s/16s/17s pool. There is an interest discussion meeting to be held at EVHS on Monday, October 24 th to see if we have enough interest to field a team with this group. We ve had 15s/16s teams in the past but couldn t field one last year. We re working hard to see if we can make a team at this age group happen. Tryouts are set for this age group on Sunday, November 13 th and Tuesday, November 15 th. We have two new board members bringing us to a total of 8. We re very excited to have new board members for a fresh approach. In-House Soccer (Marc D.) The Fall Soccer season concluded on Saturday this past weekend. We held our end of season playoff games and jamboree games. Awesome weather this 2011 fall season! Again, record numbers with over 630 registered players from Pre K through 8 th grade. We ve added a 10 th board member to our Soccer board. Will wrap up 2011 with a meeting to clean out all of our equipment, take inventory, and set our calendar for We will plan to present the Soccer budget at the November meeting. Softball (Donna L.) - Softball s financials have been updated. Softball was not at a negative $1,200 balance as stated in the previous meeting. Softball has a balance of about $6,000. Winter Clinics for softball began on Sat. Oct. 15 th. We have 40 girls registered and participating from grade 2-8. Parents and high school players are leading the clinic. Tryouts for 10 s and 12 s have been set. Tryouts for U10 will be Jan. 28 th at the Rosemount Dome. Tryouts for U12 will be Feb. 4 th at the Rosemount Dome. Budget will be presented in December. Board meeting called to order at 7:07 PM. Open Forum: None Review and Approval of Minutes: Lisa S. made a motion to approve the September 2011 minutes. Seconded by Rosie L. Motion was approved.

4 President s Report: Field Coordinator position will be open when Scott ends his term as President in January. Need someone without conflict of interest, preferably a volunteer and not a board member. Scott will contact those whose term is up to determine if they will stay or go. Gym time for basketball and volleyball - no facility has released time after January. Volleyball added a team that didn t affect Basketball. Special-use permits for next year s fields being looked at already. Financial Update / Treasurer s Report: Expense/Income - Admin fees look to be up, but REV not billed until later so will even out. $16K EVAA equip (stimulus program) has been spent. Financial Aid is up from last year and equals approx 4% of total revenues. Traveling Football financial aid is way up, most likely due to absorbing middle school football programs. Misc big number = portables (not billed to REV yet). How it s paid: 1/3 = VAA, 1/3 = EVAA, 1/3 = city (EVAA bills programs by number of participants). Background check fees are part of admin fee, not fully charged to each program. Individual programs: IHBase s trophy invoice went to Softball (was corrected, Tennis will be okay and get their reserves back up despite tournament woes from last year. Michael McClure (IHBase PD) should website require explanation of FA request rather than just grant w/o checking as he suspects some families may take advantage of EVAA s easy-to-obtain FA. Motion to approve financial by Marc D. Seconded by George S. Motion carried. Staff Report: RL continues to make good contacts via AV Chamber of Commerce and Eagan Women s Networking Group, completed 1-hr web training with NGIN, next AV Chamber Business-After-Hours will be held on Oct. 27 from 5-7 pm at Anchor Bank which is EVAA s bank, so encouraged any/all Board Members to attend (free). Website Vendor Discussion: Website update was ed to Scott, so that can be gotten from Scott. Lee and RL need separate training/mtg with NGIN, then separate training for PDs et al, Marc D/Soc would like add l training. Program Budget Approvals: Cross Country Skiing (Dave Freed) Heard from 3 of 5 vendors for equip quotes. Valley Ski & Bike will be supplier with best deal. George S. asked about equipment

5 hold checks like Football does, Dave Freed said yes, part of 2 nd phase to do that and will use Football s form. Sarah Trachet questioned the price of boots, wondering if parents would just buy their own (approx $50/pr). Lisa S asked if lack of snow would affect season and if season dates could be adjusted if there was no snow (Dave Freed said yes, they can be flexible outside the eight (8) sessions at Lebanon Hills. -10 degrees is the limit for temps for kids to be outside. Lee S asked about insurance and if age was on registration. Dave Freed: yes. George S motioned to approve Cross Country Skiing budget, Rosie seconded. Motion to approve negative Cross Country Skiing balance for four (4) years to operate in the red with $5,000 EVAA General Fund loan. Scott S motioned, Lee S seconded. New Business: AV Chamber Pres, Ed Kearney, would like to attend EVAA Board Meeting. Rosie L. - upcoming agenda item: Financial Aid requests and how to handle (EAA website = full FA for In-House and partial for Traveling with Reduced Lunch a requirement and limited funds available for FA). Rosie will RL wording to send out to BOD for Committee volunteers to look into this issue. Lee S. will talk to EAA and VAA for their policies. Michael Schmidt Would like to see what can be done about playability of fields in area with geese droppings, etc.-- not only disgusting, but is likely unhealthy and dangerous as it s slippery. Motion by Sarah T. and seconded by Michael S. to adjourn. Motion carried. Meeting adjourned at 9:15 p.m. Next meeting is scheduled for Monday, November 21, 2011 at AVCC, 7:00pm.