Executive Board Meeting - April 2009
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Meeting Minutes
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Overview
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Purpose/Objective:
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Executive Board Meeting
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Date/Time of Meeting:
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Thursday April 2 2009 7:45PM 9:00PM
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Location:
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John Hanson Middle School
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Attendees
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Meeting Facilitator:
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Steve Loftus
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Minutes
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Topic
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Lead
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Discussion
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1. Call to Order
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Steve Loftus
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Mark brought the meeting to order at 7:45PM
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2. Roll Call
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Marjorie Willis
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Roll call was maintained with a Meeting Sign-In Sheet
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3. Reading of Minutes and Acceptance
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Marjorie Willis
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Marjorie called for a vote to accept the minutes from the meeting held on February 5th. A request to amend the minutes to reflect that Gary Knight will coach his son or daughter’s Recreational Team was incorporated into the final draft. Unanimous approval was obtained.
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4. Reading of Correspondence and Communications
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Joe Ward
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There was a note sent to the club from John Martin’s mother thanking everyone for the flowers sent in recognition of her recent loss.
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5. Officer Reports
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Various
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President
Vice President, Administration
Vice President, Recreational Program
Vice President, Travel
Secretary
Treasurer
Many bills were paid in March – largest was the uniform bills at $16,769, which came in $4120 under budget – a good thing since Recreational Registration fee income came in $4469 under budget.
All refunds for the cancelled adult program have been processed and have been debited from account 4000.
Pictures rebates of $2637 were received in March.
$3639 was spent on the snow cone machine and freezer – and have been recorded as fixed assets.
Change funds for the concession stand and the merchandise tent are now listed as current assets on the balance sheets. These funds will be turned back into the checking accounts at season-end.
We have spent close to $7,500 on fixed assets and non-budgeted expenses so far this year (snow cones, laptop, CPA fees). We need to be aware of this as we may have to make some mid-year budget adjustments to compensate. Otherwise, we will deplete our current assets even further.
Registrar
Boys Coordinator
Girls Coordinator
Fields and Scoring
Merchandising
Media
Coaching Advisor/ Travel Team
Wednesday May 13th , Friday May 15th , Tuesday May 19th, Wednesday May 20th, Thursday May 21st
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6. Unfinished Business
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Various
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· Third Field for U6 remains outstanding (for the fall)
· Trailer Acquisition (still to be discussed)
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7. New Business
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Various
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Concession Stand
· 6/7 Travel Team to cover or volunteer.
· 6/6 is covered by the Travel Team.
· Steve is working to draft a document highlighting concession stand duties.
Financial Decisions
Rec Plus Program
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*Discussion Type – Information Sharing, Update, Review, Decision Making, Direction Setting, Approval or Feedback
Action Items
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Created Date
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Action
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Assigned to
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Due Date
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Status*
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03/05/09
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Need discussion with the county to discuss a 3rd U-6 field
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Mark Duncan/ Joe Ward
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Prior to Fall ‘09
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Open
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04/02/09
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Document list of duties for Field Marshall
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Steve Loftus
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TBD
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Open
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04/02/09
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Document list of duties for Concession Stand
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Steve Loftus
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TBD
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Open
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04/02/09
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Schedule location for Travel Team Managers Meeting w/ Wachovia on 4/25
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Marjorie Willis
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04/19/09
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Open
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04/02/09
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Review Field Assignments for Wade Elementary
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Stephanie Lloyd
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05/02/09
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Open
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03/05/09
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Research the prices of the trailers for the mowers and bring to the Board Meeting next month
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Shawn Bingham
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05/02/09
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Open
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03/05/09
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Identify a process to collect and manage email votes
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Marjorie Willis
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05/02/09
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Open
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*Action Item Status – Open, Completed, or Overdue
Future Meetings **
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Date:
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Time:
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Location
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03/05/09
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7:30 p.m.
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John Hanson Middle School
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04/02/09
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7:30 p.m.
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John Hanson Middle School
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05/07/09
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7:30 p.m.
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John Hanson Middle School
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7:30 p.m.
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TBD
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7:30 p.m.
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TBD
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7:30 p.m.
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TBD
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7:30 p.m.
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TBD
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7:30 p.m.
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TBD
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**Applebee’s’ will be used as an alternate for inclement weather and summer months.