Agenda for BCFSC Board Meeting December 7, 2014 at 6:30 pm 8:30 pm Beaver County Ice Arena
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1 Agenda for BCFSC Board Meeting December 7, 2014 at 6:30 pm 8:30 pm Beaver County Ice Arena Roll Call - present were Dawn Bucko, Denise Martin, Robin Metz, Tracy Stowe, Terri Miller Checklist for Success held off until to next meeting due to the absence of some of the board members. A quorum was present for this meeting. Adoption of Agenda - Must be adopted by a majority vote at the beginning of the meeting. Once the agenda is adopted it is binding. Can only be changed by a 2/3rds vote. Agenda was unanimously adopted. Minutes for the November 2, 2014 were unanimously approved. Minutes for the November 12, 2014 Special Meeting were unanimously approved Combined President s Report and Competition Chair Report o President s Report and Competition Chair Reports are attached. o Flyers for Skate with Santa need to be printed up and distributed to the schools. Volunteers are needed for printing, counting, and distributing them to the different school districts. o Competition: the board agreed to raise the 6.0 competition events fee to $85.00 and additional events to $ Vice President s Report o Debbie Weiher contacted the fundraising chairman and complained about the letter she received informing her that she did not meet the requirements of the Fundraising/Volunteer Policy and Agreement for the fall fundraiser. The board agreed that Dawn, Tracy and Terri should review the Fundraising/Volunteer Policy and Agreement and make recommendations to the board on how this policy should be amended and implemented, to ensure that all club members be treated equally and fairly. o Painting with a Twist is a new fundraiser that was presented to the board. We agreed that Dawn should proceed with setting this fundraiser up in March of 2015 for the club, and to report back to the board at the January meeting with the details. o We will also proceed with the candy bar fundraiser for January Denise will be picking up the candy bars and volunteers will be needed with the sorting and distribution of the candy bars. Treasurer Report (Tracy Stowe) o Balance in the checking accounts in QuickBooks is $14,
2 o The November ice bill has been paid in the amount of $4, Test Chair Report Terri read the report submitted by Jennifer Gray-Sarver o One of the judges has requested that she be removed from out judges list. This removal will be documented for our records. o Jennifer will begin to strictly enforce deadline for test session applications. Late applications will only be accepted with the appropriate late fees. All fees must be paid before a skater will be placed on the schedule for a test session. Basic Skills Report o Session Two will make a profit of around $4,000. o Registrations are being accepted for Session Three to begin on January 8, o Will be using National Skating Month to promote Session Three. Schedule Events for remainder of o Spring Ice Show - setting a tentative date of April 25, 2015 for the dress rehearsal and April 26, 2015 for the two performances of the show. Terri will consider chairing this event, but would like to find a co-chair. o Eggstravaganza will not be done in The replacement event may be Beach Party. Terri will ask for permission to make this change with the ice arena management. o Spring General Membership Meeting and Banquet will hold the banquet and general membership meeting together for 2015 to insure that we have a good turnout for the general membership meeting. Tentative date is June 4, Tracy Stowe was appointed to Treasures to fill out the term of Bonnie DeMaria/Denise Martin term through June 30, Carolyn Chen was appointed to Secretary to fill out the term of Tracy Stowe through June 30, Robin Metz made the motion to create a new classification of punch cards for BSFSC Professional Members that take their own private lessons on club freestyle ice to be sold in ten ½ intervals for $ The motion was seconded. There was no debate. The motion was adopted by a majority vote. Committee Chairmen needed: Nominating, Banquet Denise has volunteered to Chair the banquet on June 4, Terri will be sending an to the membership requesting volunteers for the Nominating Committee. ADJOURN- the motion to adjourn was unanimously approved. The next board meeting will be January 4, 2015.
3 President Report December 7, 2014 Board Meeting Skate with Santa o Reann Grivna has invited Santa and he has accepted our invitation o Press Release has been submitted to the Beaver County Times and been accepted will be in the Bulletin Board section of the paper. o Event was submitted to the Beaver Valley Macaroni Kids calendar of events and has been posted there. o Flyers are ready and will be distributed to local schools have sent an out to potential volunteers for help with tasks involved with distribution. Will work with the Basic Skills Director to get into the Blackhawk, New Brighton and Beaver Falls school districts. Have asked Robin Metz to try and get the flyer approved for Ambridge school district. o Julie Vurdelja is heading up the bake sale and has sent out an to the membership asking for donations. Copier Status o Our copier is broken the broken piece was glued back together and reinstalled but the copier still does not work. o Have ordered a replacement part and contacted Spearhaus Business Machines to have it repaired. o We may have to look into purchasing a new machine. Nominating Committee/Bylaws o We need to fill this committee as the 4 month period for nominations will begin in March 2015.
4 Competition Chair Report February 14, :30pm to 8:00 pm The referee is Donna Cerami and the accountant is Leon Packman We have 7 judges The announcement has been completed and reviewed by the referee. The US Figure Skating standardized format for non-qualifying competitions and Basic Skills competitions was used to complete the announcement. Events will include: o Basic Skills Elements o Basic Skills Program o Test Track Free Skate Program through Senior this will be part of the Tri State Figure Skating Council s Championship Series o Introductory Levels Free Skate Program o Well Balanced Free Skate Program through Juvenile/Open Juvenile o Introductory Levels Compulsory Moves Event o Compulsory Moves Event through Juvenile/Open Juvenile o Jumps Challenge Event Juvenile/Open Juvenile o Spins Challenge Event Juvenile/Open Juvenile o Jennifer has recommended we include a test session if time permits I would also like to recommend that the pricing be adjusted for the 6.0 Events to be in line with Skate Pittsburgh and the Mount Lebanon Invitational. o First Event $85 o Additional Events $25 The Sanction has been submitted to US Figure Skating waiting for approval I still need to setup EntryEeze and will be doing so this coming week. Paper entries will also be accepted with a $10 per entry processing fee. I will be starting to ask for volunteers to fill the following positions and committees: o Judges Hospitality o Coaches Hospitality o Judges Gifts o Competitor Goodie bags o Registration Desk o Runners/Accounting o Music/Announcing o Awards Ceremonies o Bake Sale/Snack Bar A request has been sent to Donna Cerami (referee) that we conduct a test session along with the competition if time permits.
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6 Jennifer Sarver BCFSC Test Chair 2 December 2014 Test Session Report The BCFSC Test Session held on Friday November 21, 2014 went very well. The test session stated at 10:02 AM and was completed at 2:30 PM. I had three Gold and International level judges that officiated 32 tests (18) of which were home club members and (14) of which were visiting members. The BCIA hosted a freestyle session prior to the start of the test session which helped to warm up a few skaters. The biggest improvement for this test session was the volunteered help with the judges. Raeann Grivna purchased food, and set up the upstairs room for the judges as well as catering to their needs for refills on coffee and tea throughout the day. This helped to diversify the tasks in a way that I could be more useful for the skaters, coaches and judges at rink side. Recommended future improvements for test sessions would be to enforce the late payment fee. I have been somewhat lenient with this area basically to help our members. This last test session was a bit complicated when it came to collecting test fees and applications the day of the test session. I actually had coaches filling out test applications that day. We also had an issue with over payment/crossover fees. It clearly states on our applications the clubs that do not pay a crossover fee yet we were refunding money to those that over paid. Moving forwards I would like to enforce that no skaters will be placed on the test schedule without application and payment submitted to the Test Chair. I am suggesting a solution to this problem would be for us to move the club forwards and allow any participant to enter into our test sessions with the use of EntryEeze. This would eliminate most of the deadline and financial issues that were previously encountered.
7 Lastly we have been requested by Paula Mantiago to remove her off of our judges list. She has an issue with a few of the judges that we use for the test sessions and therefore will not be returning. I have spoken with US Figure Skating regarding the issue. They have recommended for the BCFSC Board to document the request for its records in case there should be an issue that would arise in the future. As test Chair I am requesting to have a copy of this documentation to retain with my records.
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