Motion to accept previous meeting minutes by Steve S. Second by Vanessa. Unanimous vote. Passed.

Transcription

1 March 10, 2015 Meeting Minutes Present: Bill Beldham, Danielle Fraser, Vanessa Stevenson, Stephanie Fleury, Katherine O Leary, Dawn Clifford, Kevin Delaney, Mark Paddock, Trevor Figueiredo, Barry Harney, Colin McConnell, John Tsilogianis, Brad Fleury, Steve Schroder (late), Cyril Barry (late) Absent: Steve Amis, Peter Zervos, Taryn Sachse Motion to accept previous meeting minutes by Steve S. Second by Vanessa. Unanimous vote. Passed. Next Meeting: April 14, 2015 at 7:00pm Hespeler Arena Optimist Room President s Report Introductions for new members Colin McConnell, John Tsilogianis, Barry Harney Spoke to Glen at the City. Contracts were well within the timeframe and will be coming. Was asked to give up several Thursday nights, but Bill declined. Trailer purchase ($10,000, including moving, storage) 12 x 60 foot. Currently stored at Tandet. Will be used for equipment, meeting room etc. School board will hire electrician and City will pay for it. Will house fridge, freezer, equipment etc. We ve now obtained a merchant services account through TD Canada Trust. Can accept credit/debit. Cambridge will host the OVFL summer championships. Looking to host it at Waterloo if concession profit is returned to the league. Winter camp is extremely successful approximately 70 players on field. Full house. Spring numbers are light at the moment. Not overly concerned because many winter camp kids have not registered for spring yet and typically we get a high percentage of those kids. New Business: Budget review previous income/revenue have minimal changes, decrease in marketing budget, money reversed for combo discount, $8,300 surplus without championship revenue. No substantial changes so no need for vote to pass same.

2 Brain Trust really good program combining winter camp, spring league resulting in better fall football players. Pete Zervos is now the Director of Fundraising is taking the job and running with it. Bill will present report. Director of Volunteers Bill B spoke to Julie O Hare. Explained $25 rebate for volunteers. She accepted position will prepare spreadsheet for volunteer hours/needs etc. Motion Bill B for Julie O Hare as Director of Volunteers. Second by Stephanie. Unanimous vote. Passed. Sub-committee OVFL championship. Marie Jackson wants to sit in on the meeting. Darcy Martindale wants to participate for championships. Bill B, Steve S, Mark Paddock (chair), Vanessa S, Darcy Martindale, Danielle F and if invited, Marie Jackson. Previous Action Items Collection items to be decided which payors will be chased for outstanding fees. Steve S & Bill B & Vanessa to review and send letters. NLPT 5 unpaid NLPT - to be followed up by Stephanie by to confirm payments to be made Kids for referees Bill B to send info to Katherine Body systems Mark to pass to Peter Zervos Trillium ongoing Refund policy Vanessa drafted and discussed at meeting - DONE Pop-up for registration Bill B to follow up Police checks check old minutes Stephanie & Danielle List of people who owe equipment or money from Trevor Katherine - DONE to bantam, JV and SR to register on OVFL DONE New Action Item: Kevin Delaney to provide a proposal for equipment rental for other camps/programs etc. Steve S to obtain a phone/tablet and data for POS capability. Katherine to follow-up with Cameron Heights, GCI, Glenview, Doyle for equipment donations. Apparel items to be stocked at concession and items to be available in brochure board members to provide suggestions (favourites). Vice-President Report: Point of Sale - Merchant services requires telephone hook-up. Looking into cell phone, monthly plan and prices. Koodoo/Fido etc approximately $40/month, and will have voic for league. To be maintained at the field in the trailer. Possibly a tablet cheaper. Will investigate a router at the trailer, but not a likely option. Winter camp PW/Bantam ended positive feedback. Parents enjoyed format. Young kids camp just began busy/full

3 School Board changed policy for flyer distribution. Finally approved flyer out today. No guarantee that parents will see the flyer, but may be more response if included in the newsletter. Treasurer Report: Report and updated budget to be ed to board tomorrow (apologies). 2/3 of revenue has been collected to February 28 th. Not a lot of expenses have been paid to date marketing dollars being spent Registrar Report: See attached report corrections to winter camp budget reflect registration numbers Secretary s Report: Minutes (redacted) to be put on website under CMFA Documents. Full minutes can be requested from the secretary for interested parties. Director of Coaching Development: All coaches need to complete the Making Headway course OFA is making it mandatory. Safe Contact clinic to be conducted in the summer. Summer Lions Report: Numbers are good. Jerseys ordered. Talking to NLPT coordinator to clean up the process/logistics. Manage fees/income better. Perhaps just during off-season. Twin Cities coaches allowed to select 3 players to play for free on each team. City have not heard back about contracts. Getting ready to get on the field snow melting. OVFL have not heard back from Glen Mills regarding schedule expected to be received soon. OVFL certification for Trevor, Brad, Grant and Ken (equipment managers). Will participate in a tutorial for fitting etc. forwarded to coaches for police checks and Making Headway advised that it s mandatory. March 18 th must declare OMFL teams. April 1 st minimum of 25 on roster to declare OVFL teams. Winter skills camp next season changing format. Position specific? Adjust price? Change times/dates? One division has an issue with some players deciding to play OMFL rather than OVFL and recruiting other players to register for OM. Coach was not involved in encouraging this. Has been addressed.

4 Equipment Report: Helmets are due back by the end of March Break from recertification. Meeting with Riddell Thursday to order more helmets and shoulder pads. Added credit card line for equipment pickup. Voluntarily for spring tomorrow. Stephanie will print and give forms to Brad. Pickup beginning at 6:30pm. Weekend of March 28 th for equipment pickup for Lions. Snow must be gone and city crew must do an initial preparation for ok to take the field. Finalize dates/times for equipment. Very few helmets available coming back from recertification. Perhaps have younger divisions in early. Two spring bags need to be returned Equipment cleaning quote Reeder s Fresh Gear. Too late for pre-season cleaning. Perhaps hire for end of season cleaning. Quoted for approximately $2.50/piece. Logistics for where the cleaning would take place. Fundraiser Report: Amount received is $5,500 from African Lion Safari. Cyril raised $301 from Superbowl party. Legion Branch 121 $500 ManuLife asst VP committed to $500, run up the ladder internally up to $3,000 Guelph Kia spoke to Julie O Hare. Dale Thibeault leaving Kia. Sponsorship is safe. Grand River Sports Medicine similar to Surindher. Offering 240 free ice paks, concussion prevention, cash, appointments following injury. Cambridge Insurance Brokers Moose Winooski s new pursuits Galt/Cambridge Lions Club applied for funding Tyler Varga possible sponsorship connection picture opportunities Halenda s meat possible fundraising opportunity. Pepperoni sales. Marketing Report: Advertised Cambridge Times/Kitchener Record Superbowl ads, Hespeler Rock magazine & web banner, 5 road signs throughout city, Schoolboard e-blast, Spring/Summer Activity Guide, City Parent s Magazine and 20,000 flyers are being printed Bill Doucet (Cambridge Times) scores, games, stats, pictures etc published all season Darren Stevenson (Kitchener/Rogers) will be covering games Working on CFL players to attend winter camp (Hamilton Ticats) Equipment for East Coast highschool (Cameron Heights, GCI, Doyle). Possible games week-long exchange program.

5 Special Events Report: Absent - photo days are beginning to be scheduled. Has money collected from camps to be turned in. Concern about missed meetings, but it will be dealt with. Volunteer Report: Absent. No report. Concessions Report: No report. Will connect to obtain vendor information and assistance. Apparel will be sold at concessions. Catalogue provided brochure to be prepared for ordering. Web Operations Report: 28 followers on Twitter, confusing Facebook page link to official link should be available. Official announcements to be posted by Katherine. If posts are incorrect, Katherine could edit or remove posts. Only friends can post. Spring League Report: Finished head coaching selections for spring league. Inquiries from parents for assistant coaching. 6 or 7 parents have volunteered their time/help. Timeline for season games start first weekend in May. 3 exhibition games with refs (controlled scrimmage). 3 remaining games towards championship weekend. List of rules need to be completed to provide to coaches. Make it mandatory and implore refs to make calls accordingly. Fall League Report: OVFFL shorten year by pushing the start date one week prior to Labour Day, extra bye week. Fees remain the same By 2016 bantams not able to play Fall. Rule: player cannot play more than one game within 72 hours. OFL/OMFL Report: COMFL is now essentially SOFAL Kitchener, Brantford, Guelph, Port Dover etc. OFA insurance, documentation, upcoming audit so making sure everything in order Team minimum: Tyke/Atom 15, PeeWee 18, Bantam 20 New board elected. Attempting to combine 2 leagues into 1 right now remains 2 separate entities. Motion: Danielle Fraser brings motion to adjourn. Second by Cyril Barry. Unanimous. Meeting adjourned at 9:30pm