Anspecial meeting of the Board of Directors for Nashoba Youth Football and Cheer, Inc., a Massachusetts corporation (the “Company”), was held at 7:06 pm on September 26, 2013 at Florence Sawyer School, 100 Mechanic Street, Bolton, Massachusetts.
Attendance for Board members was taken, with the results as follows:
Title / Name / Present for Meeting(Yes/No)
President / James Childs / Yes
Treasurer / Lynn White / Yes
Secretary / Sheila Milioto / Yes
Director of Football / Joe McLaughlin / No
Director of Cheer / Kathy Elliott / Yes
League Representative / Mark Hennigan / Yes
Concessions Manager / Bruce Slater / No
Apparel Manager / Janet Kelly / No
Asst. Apparel Director / Amy Sokolowski / Yes
Webmaster / Michael Thornton / No
Director of Scholastics / Susan McGillicuddy / Yes
Equipment Manager / Annamarie DaSilva / Yes
Additional individuals in attendance:Dan Keough, Chris Monahan and Sheila Drugotch
Board Member Changes & Appointments: Jim Childs
-Director of Football – Joe McLaughlin has volunteered to step down. Dan Keough expressed interest regarding taking the position over. Dan was emailed the NYFCC Bylaws and league football rules.
Appointment of Dan Keough as the Director of Football
Was agreed by all in attendance
-On the recommendation of CMYFCC each association is asked to create a position of Director of Risk Management. Chris Monahan is interested in this position but due to NYFC Bylaws ARTICLE X which states – “Amendments to these by-laws must be submitted for consideration prior to the June meeting of the NYFC GAC. For an amendment to be adopted a two-thirds (2/3) vote of the Executive Board is mandated. All new/amended changed amendments are effective immediately upon successful passage of the GAC, unless otherwise designated. Any obvious mistakes in the Bylaws may be corrected by 2/3 of the GAC members present at any time.” This position is unable to be added until the Bylaws are amended. Chris Monahan will continue to attend meetings, keep up on the safety requirements and reporting but will not a voting board member. If this position is mandatory by CMCYFCC then BOD will make a motion to put the position in immediately.
Jim to get clarification from CMYCC if this is a mandated position; also get a delineation of responsibilities and duties with regards to this position.
- AYF Injury Report was reviewed. Chris to complete the AYF incident report for all injures
sustained and file within 45 days.
Table safety issues for now and set-up a special community to address all issues going forward
-All Board members are to have access to MyAYF.
Mike to set up and get password out members.
Treasures Report: Lynn White
Account Balance as of 9/26/13:Savings$ 8,148.44
Checking Account$35,104.49
Total$43,252.93
-2 Porte Potty delivered this year at a cost of $213/month. In the past only 1 ordered.
Motion: To remove one Porta Potty – KE Seconded-AS
Motion Passed
Lynn to call to call company to find out who initiated the order, request one portal potty to be picked up andcan the league place a lock on potty when not in use.
Fundraising: Kathy Elliott
-No fundraisers are scheduled. Need to find a fundraiser coordinator. Kathy to send out email to be sent out to members for a Fundraiser Coordinator.
-Annamarie was contacted by Riddell Rep. regarding a Pre-Fundraiser Store that can be set-up on their website. Due to the amount of apparel currently on-hand this will be tabled until next year.
-Bruce Slater mentioned having a car wash at his restaurant. Due to the time of year this was tabled until next spring.
-Mark Hennigan mentioned Littleton will be holding a Poker Night as a fundraiser in October.
Review of Action Items from Last Meeting Minutes: Jim Childs
August 29th& September 3rdMinutes:
-Football Purchase:Annamarie DaSilva
Minimum of 4 footballs were purchased at a cost of $20 each. She will work on facilitating
relations for discounts and donations for next year purchases.
-Super Bowl Field Charge:Kathy and Jim still need to negotiate a price for the Super Bowl with Tonia Rich. Some items to make them aware of is the loss of field for games last year due to track work.
-Super Bowl Donation:CMYCC requests a $500 donation to be made by the host of Super Bowl games. NYFC keeps 100% of gate and commission sales. Referees for the Super Bowl are paid by CMYFCC.
-Concessions: Amy Keough agreed to help out with the running of concessions. Money brought in at concessions from 1st game was $1,600 (5 games played) and $1,300 last week (4 games took place). October 20th only 2 games scheduled, 10 & 11:30 no grill or fryolator to be used. Super Bowl need to triple food. Menu should include food to keep spectators warm.
-Practice Lights: Jim advised 2 practice lights were down; company came out and adjusted them.
-Website:
- Lynn confirmed she now has access to the League Athletics
- Final game schedule on website
- Unpaid registrants – Now Lynn has access, she will update payments and work with Kathy to get all family balances. Will revisit outstanding families with balances at next meeting.
- NYCF will transition to SportsSignUp for registration only. Mike Thornton has access and is working with program. League Athletics website will still be used for postings, updates, etc. but a link to SportsSignUp-up will be added to our main website. Mike to report back to the board with suggestions and findings with regards to SportsSignUp-up.
-Raffle Ticket Update: Kathy to work on an Excel spreadsheet soon.
-Team Picture Day: Kathy to hand out forms to coaches tomorrow to be handed out. A number of forms will be available on photo day.
Motion: To approve August 23rd and September 3rd meeting minutes – KE
Seconded –SMc Motion Passed
Website Items: Jim Childs
- Meeting dates need to be changed in November due to Thanksgiving. New meeting date
Monday, November 25th. Mike to change website.
-Dan Keough and Christine Monahan needs to have access to MYAYF, League Athletics and SportsSignUp. Mike to set-up and provide passwords
-Remove Jim McLaughlin as Director of Football on website and replace with Dan Keough. Mike to make changes.
-All board members to set-up on MYAYF and SportsSignUp. Mike to set-up and get passwords out
Football Items: Jim Childs
-Email was sent to all coaches regarding;
- Final roster needs to be uploaded by October 1st.
- Mitey Mites minimum play requirements are 12 plays not 10 like other grades.
- Referees are to be notified at half time as to play counts. Players who do not have the minimum play count must start the 3rd quarter and play until minimum play count is satisfied.
- Coaches box is the 25 yard line at both ends and staff off the field
- Must do pre-game roster checks and provide play count monitors and play counters.
-All Star week 9 - Each team can submit 2 players (a lineman and skills position).
-Looking for head coaches interested in being an All Star coach. Any NYFC coach interested is to notify Jim and he will forward the names Tim Lawton
Cheer Items: Kathy Elliott
-Fun Comp is scheduled for September 28th at David Prouty High School in Spencer - $200 registration fee required
-October 19th Local Cheer Comp will be held in Lowell at the Tsongas Arena. 5 CORI’ed board members are needed to work a 2 hour shift. Sheila, Sue and Amy S. volunteered.
-Email football players to come and support the cheerleaders. All players who wear their game shirt will get in for free.
Equipment: Jim Childs & Annamarie DaSilva
-Kevin Farrell offered assistance to give his inventory list of equipment. Annamarie all set she took her own inventory.
-Annamarie emailed Scott Nickerson re: recertification of helmets. 30 helmets need to be purchased due to Riddell 2004 helmets must be removed from play. The 30 helmets to be purchased are size small. Still awaiting pricing.
-Current helmet size distributions:
Revolution Helmets Speed Helmets
1 x - small 24 small
30 small 24 medium Kevin Farrell’s #’s
25 medium 40 large
20 large
1x- large
-Per Kevin 7 helmets and uniforms not returned last year. Need to collect in order to get them refurbished and recertified. Christian Milioto returned to Kevin in December and Cooper Sarafin was given to Dino at the April BOD meeting. Jim to talk to Kevin to obtain names of players
-There were 166 usable pants available at the beginning of the season. Pants were purchased at the same time but have different wear and tear. Most pants should last 5 years. Talking to Riddell for special pricing for pants and shirts for the 2014 season. Need to purchase approximately 15 pairs of pants. Annamarie working on spreadsheet of costs.
Apparel: Amy Sokolowski
-$1,500 in revenue to date
-Janet has 1 bill for $336.00 for apparel has not been paid from last year. Lynn to check on payment.
-Invoice for the cheerleaders Nashoba T-Shirts for Jamboree has not paid yet. Kathy has money from the team to submit to Lynn to cover the cost. Lynn to check on payment.
-The cost for coach’s shirts to be removed from the apparel budget.
-2014 estimated set-up cost for apparel:
$2,000 – shirts, pants, sweatshirts
$ 150 – coaches shirts
$2,500 – hats, magnets, etc.
Scholastic: Sue McGillicuddy
-2 players were submitted for the Central Mass Athlete Scholar Program for consideration.
Central Mass Athlete Scholar Program Eligibility requires that the candidate has a 96.5% overall average in the 4
core courses, English, Math, Science and Social Studies. Additionally points are awarded for to their overall average
for community volunteering, participation in other activities and groups.
-Estimated Scholastic Expenses:
$750 in scholarship awards
$1,500 NYFC scholarships
All budget items will be placed into an Excel spreadsheet by Jim. So we always know how the league is financially.
Parents’ Advisory Council (PAC): Jim Childs
-Need to get a PAC started in order to get feedback from parents as to how the season is going.
-Need to talk to 2 or 3 team managers and 3 parents from cheer for feedback.
-A poll or survey was suggested to be designed and sent out. Need to come up with a specific group of questions and recommendations as to how we can improve. Once ready have Mike send out.
Table until a later meeting.
Banquet: Sheila Drugotch
-Sheila Drugotch and Jane Bolinsky contacted Riverview in Hudson and the Elks in Maynard.
-Spreadsheet was handed out with estimated costs. (See last page of minutes for handout)
-Hick’s Family will be preparing Thanksgiving baskets and will be at the banquet with a sheet for families to sign-up with food donations.
-Looking for a suggestion of a guest speaker.
-Suggested raffle baskets to be done for the banquet. Ever team would be responsible to prepare a themed basket. A total of 3 cheer teams and 6 football teams.
-Team Mom’s to sell banquet tickets. Sheila Drugotch to contact Mike to set-up online ticket sales.
-No tickets to be sold at the door.
-Sheila suggested that the banquet to be held from 6 to 9 on Thursday, Nov. 7th due to it is a half day and no school on Friday.
Motion: To approve November 7 for the 2013 Annual Banquet – KE Seconded AS
Motion Passed
Miscellaneous Items: Jim Childs
-CMFYCC Gate for a Cause: CMYFCC chose Cystic Fibrosis Foundation for the gate fee event during week 9 of the season.
- Playoff Games Dates:
October 23 – CMass Semi-Playoffs
October 26 – Mitey-Mite Bowl in Maynard
October 27 – CMass Playoffs
November 3 – Super Bowl
November 9 – All Stars Games
November 10 – State Regionals
November 17 – N.E. Semi-Playoffs
November 24 – N.E. Regional Playoffs
December 14 – 15 National Playoffs
Kathy to reserve field for 10/27 game. All other games are reserved.
- Unpaid Registrants: currently have 12 players that parents have not paid registration and other fees.
Approximately $3,300 outstanding. Kathy is contacting families to collect funds. If a family is still
unable to pay a Hardship Waiver form will need to be completed and voted on by the board.
-Need to come up with a payment plan and design a new Hardship Waiver form with income
requirementfor next year.
-SportsSignUp will not allow paperwork to be printed by parent until all fees is paid.
Tabled form until a later meeting.
- Tax Preparation/Accountant: Need to hire someone to prepare paperwork.
Lynn or Kathy to contact Frank to clarify our past accountants situation.
- Dino List: Items Jim needs to be picked up from him.
- Raffle Prizes from Road Race
- Blank football jerseys
- Hume and Perkin jerseys
- Key to equipment shed
- $150 cash payment he collected
- $170 for cheer wear and cheer camp
- 2 weeks Bob Ward football camp certificate
Jim to contact Dino to pick-up items
-New Board Email: Jim to email members to announce new board and advise them meeting are open.
-Bylaws: Need to find an attorney to help set-up bylaws that are functional, useful and up to date. Kathy to talk to a cheer mom who works in Boston.
-EMT Issues:
Chris reported the coaches are starting at random times. The 2hours EMT coverage is turning into 3 hour coverage. Need to come up with ideas on how to get the teams on the same schedule in order to keep costs down.
-Special Meeting to be schedule to discuss the Super Bowl in detail. Everyone is to prepare a list of what needs to be done, number of volunteer’s, menu, t-shirts, etc.
There being no further business to come before the Board, a motion to close the meeting was made (AS – seconded SM) and approved unanimously. Meeting adjourned at 9:15pm.
Next NYF&CBoard of Directors Meeting, October 24, 2013
Respectfully Submitted,
Sheila Milioto
Secretary
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