EVAA Board Meeting Minutes January 21st, 2013 at 7:00 PM Apple Valley Community Center

Transcription

1 EVAA Board Meeting Minutes January 21st, 2013 at 7:00 PM Apple Valley Community Center EVAA Board of Directors in Attendance: EVAA Program Directors & Guests in Attendance: Lyndell Frey City of Apple Valley Ali Awad Lacrosse Stephanie Uittenbogaard Volleyball Chris Tollefson Traveling Baseball Jeff Boraas Traveling Baseball Rosie Boerboom Marc Dannecker Greg LeVon Karen Aagesenkuhn Kristin Dannecker Brad Ericksen Sarah Trachet Paul Waxlax George Singer Lynn Rauch Renee Swenson Victor Yermishkin Lance Stromberg Board meeting called to order at 7:09 PM. Open Forum: Rosie Boerboom: Thanks to everyone for coming. Things have gone very fast this past year. It s been a good year. I would like to quote Dr. Martin Luther King on this day The time is always right to do what is right. This past year has been exciting challenging. We have worked through a lot of issues and new challenges. We have had six new board members join the Big Board. I would like to specifically mention the work of Karen, Greg, and Kristin which have helped make significant changes in the vacant roles that were left behind. They have been great additions to the board. We have an amazing volunteer base of parents and coaches. Huge thanks to Marc and Kristin for running our 2012 appreciation night last August. It was a tremendous success and we look forward to this year s event. Thank you Renee and Kristin for all of the hard work you have done to market and strengthen the Lightening community and develop our brand. Many thanks to our local vendors, IDS 196 school district, City of Apple Valley and City of Eagan and all of the relationships that we have where we have needed to work closely to ensure the success of our program. Chris Anderson - many thanks to you for all of your incredible service to the Eastview community and your years of service and dedication.

2 Special Guests: Gale Doherty & Katie - Scholarship chairs. Thank you for your support. We are offering more than 90 scholarships in 2013 worth more than $60K. Specifically, thank you to EVAA who is providing 15- $500 scholarships. Very appreciative of this support. Tom Goodwin - City Council. The mayor is at the inauguration in Washington but sends her best regards. Barry Burnstein - New Apple Valley P&R Director. Pleased to be here in front of EVAA. How can we strength our partnership with the associations? We are looking to improve and develop the facilities throughout the city. Please let us know where we are doing well and where there is opportunity. Sonja Rippie City of Eagan. Please let us know how we can help. We are excited to partner with EVAA. John Linhoff- Linhoff Photography. Thanks for allowing us to photograph the EVAA kids. We have photographed about 30,000 kids so far (about 5,000 every year). If you have additional products you think we should have, or develop, please call me and let us know. Rosie helped us become aware of a product that the public wanted and now we have it in many school throughout the area. Thank you Rosie. We are a small family business. Thank you for your support. Tim Eisele - Eisele Greenhouse. Thank you for your support. This is our second year working with soccer. We do a spring fundraiser and it has been very successful. We greatly appreciate your business. Craig Hutchenson - South Metro Sports. We truly appreciate and thank you for all of the business. South Metro Sports donated EVAA polo shirts for the Big Board. Marc D: Apple Valley DQ wanted to be here and they thank us for all of the support. Thank you to Bruegger s Bagels and Cub for the bagels, coffee, and treats for our meeting tonight. Program Updates: Brad E. - When the programs want to post open registrations on the EVAA main page just let me know and I will post them. Traveling Baseball (Jeff Boras): - We have 60 kids registered so far this season and many new lot of 9 and 10 years olds. - This is a very busy time of year for us. - Coach interviews last week

3 and we interviewed many new coaches outside of the program with a lot of experience. 14 / 15 year old age group are paid coaches. - We may post results soon. - MBL did not change bat guidelines this year. Chris Tollefson is our Assistant Program Director. In-House Baseball (Pat Martin): - Registration opened on January 7th and we are nearing 70 registrations. I plan on sending monthly reminders to all of EVAA until our registration deadline date. We are currently forecasting our registration numbers to be close to I am currently in the process of changing the look and format of the 3rd grade thru Mustangs uniforms. Currently the 3rd-7th grade group is using a MLB jersey. The plan is for those group to use a new EV logo jersey. This makes the most sense since we start to playing teams outside EVAA in 3rd grade and need to represent EVAA. The Colts- Mustangs will also be getting a new EV logo jersey. This new format will also save us around $2-3 per jersey. I have sent a RFP to 3 vendors for quotes. - Prek/K-2nd grade jerseys have already been pre-ordered. I have also ordered replacement equipment/ball bags and 60 dozen baseballs. - We are also working on a new fundraiser program. Possibly going away from the coupon tickets and looking at some other options to change it up a bit and keep it fresh. We have averaged $7k over the past 2 years with the coupon program. - I have been waiting patiently, hoping to hear about my storage locker billing issue. This dates back to June and we could really use the funds. Karen will contact Pat regarding this issue. Traveling Softball (Donna L): - No update. - Working on budget. Traveling Football (Lynn Rauch): - We still do not have a Program Director.

4 - Everyone is happy on the board and we would like to find someone who has a 3 rd or 4th grader that would step up to run the program for the next few years. Still have 7 members on the board. - Football will present financials next month for the much needed equipment, for the traveling program and other equipment, that could be a safety issue going forward. In-House Soccer (Marc Dannecker): - 62 registrations currently. - Getting the word out on Facebook. - Anticipating 560+ as we have continually grown for the past three years. - Our first board meeting is this Thursday. - Season kick off will be Sunday April 28th. - May have a new board member who has extensive experience. - Worked very closely with Eisele Greenhouse last year on new promotional fundraiser. It was a start and there was no work required on my end. Good relationship let me know if you (other Program Directors) would like more info. Nordic Skiing (Dave Freed): - We have 30 skiers registered this year which is a 50% increase over last year. - Most skiers are age 8-14, although we have one 4 year old and another 5 year old. Of the 30 skiers, 24 of those are renting equipment through EVAA. Due to the high demand for rental equipment, we ended up having to require new registrants to contact us to confirm sizing availability before registering to rent equipment. - We had a great 1 st session at Lebanon Hills on Jan 6, had to cancel the Jan 13th session due to the rain, and held yesterday s session at Green Acres Recreation Area in Lake Elmo where they have snowmaking equipment. With the cold weather yesterday we had a slim turnout, but are hoping for some additional snow in the next week or two to get our sessions back on track. - Overall the program is growing nicely, and with cooperation from the weather we can still have a great season. Track & Field CC (Paul Waxlax): - No update this month. Lacrosse (Ali Awad): - Boys registration is open. Girls should be open soon. - We have series of free clinics open and we will push registrations at these clinics. - We have to turn in our roster beginning of March. - 1 vacancy on the board to fill. Communication Officer. Volleyball (Stephnie U): - In-House registration is open.

5 - Hoping for 4 to 5 teams this year. - 5 JO teams this year. - Our tournaments are this spring. - One new board member. - Will present budget in May. - Since lacrosse is leaving our storage facility can we get a smaller locker? We don t need the space since Lacrosse left. - Do I have aboard liaison? Rosie will revisit the list and let you know. Tennis (Rosie): - Rosie reports that she just needs to get with Walter to transition the program to the new Director. Everything is there and set up all we need to do is transition to new PD. Approval of December 2012 Minutes: Sarah T. motion to approve with adjustment made to minor typos. Brad to second. Motion approved. President s Report: Rosie Boerboom 1.Scholarship committee will have about a week to complete judging of the applications. Rosie will present applications to the committee on March 4 th. Admin Report: Kristin Dannecker - Currently working on website sponsorship and advertising. - 3rd Sunday in July is the weekend for 2013 EVAA Volunteer Appreciation Night. - Thank you cards out to our sponsors. - Working on the storage issue. Financial Update/Treasurer s Report: Karen Aagesenkuhn - Looking into more consistency for this next year regarding the numbers. - We have a full year of new financial reporting under our belt to compare apple to apples when we look at why numbers go down and go up. - May create new accounts if there are a lot of expenses in the Misc. bucket is not yet complete and will be updated as we still have invoices coming in that need to be completed. - We have a negative variance of about ($120K) from Brad E. suggests that we work through the remaining issues and wait to see the final year end numbers before we motion to approve.

6 - Victor Y: Do we have a minimum set on our reserves to offset a major financial issue? - Greg L: We would like to see each program create a three year forecast for special projects requests so that we can try to budget accordingly. - Rosie, Karen, Brad, and Marc will meet in the next few weeks to go through the final finances and figure out the answers to the financial questions. Program Budgets Approvals: Greg L: Motion to approve Traveling Baseball request for special project repairs and equipment from last month s meeting. Victor Y: seconded. Motion approved to $5,700 allocated to the Traveling Baseball program. New Business: - New admin fee recommendations are delayed until we know where the financials are. Will look at the overall fees and what we collected previously and compare that to what we forecast what fees we will collect in the future with the new proposal. Brad E. will follow up on the financial aid issue with Marc D. - We have new board member Lance Stromberg here. Welcome Lance. Adjourn: Brad E: Motion to adjourn. George S seconded. Meeting adjourned 9:17pm. Next Board Meeting is scheduled for Monday, February 18th, 2013 at AVCC, 7:00pm.