Regular Board Meeting of January 11, 2015
Board Members/Public present: (Underlined – voting members)
Andrew Rost Kim Fickett Mike Eugley (2)
Jennie Franceschi Amanda Mclaskey, Danica Rancourt
Wendy Mitchell Jeff Guerette John Young Damian Dow
Members excused: Janice Jensen
Members Absent:
Andrew Rost, President called the meeting to order at 4:30 pm at the Westbrook Public Safety Building Conference Room. Items discussed not necessarily in order of meeting:
1) Miscellaneous 2014 items:
a. Shack & Storage Shed cleanout
1. Mike still has the tackling pads and some misc. items to get out of the shed and into the portable.
2. Issue with Portable security – with the joint use of the portable, both Mike & Andrew have found the portable unlocked.
3. Mike has contacted Uncle Bob’s on pricing - $139/mo + $10 insurance for a 10x10 unit.
4. Mike to call back Uncle Bob’s to offer a banner/a flag team/Winter flag sponsor in exchange for a reduced price of $100/mo exclusive of insurance.
b. Equipment return
1. Status from Coaches & Kim – One child has not returned their gear (Mike thought it was just the jersey but will verify -(Libby)) Still have Doran Cameron outstanding from last year. Mike to call those parents to get equipment back.
2. Remaining people/deposits being held
a. Yevs M. – Returned to sender?
c. Helmets Refurbishing
1. As this is the second year we have had the new helmets, it is time to have them inspected and cleaned.
2. Stadium Systems is where we purchased the helmets from and they offer this service. The high school uses them as well.
3. There was much discussion on what the refurbishing process entailed and Mike will get clarification on the process.
4. The max life of a helmet is considered to be 10 years. Though it could be shorter if it does not meet the safety inspection.
5. Jeff provided a comment on proper fitting of helmet – every two weeks the HS kids helmets are checked for proper fit. Should look into following up on the fit during the 2015 season.
a. Motion: By Mike/Second by Kim for Mike to send all WYF owned helmets that have been used on the field out for Refurbishing.
1. Discussion on the motion – Damian wanted to emphasis the importance of the safety check of the helmets.
2. Vote: All in favor – Unanimous.
2) January 27th SMYFL Meeting 6 pm -Saco
a. The annual wrap up meeting is set for January 27th.
b. Andrew will plan on attending.
c. Damian will see if he can attend unless there is a conflict.
d. Items to discuss at the meeting:
1. Proposed by-law amendment for the pee wee division on creation of a new weight category – 3 stripe no weight limit– plays offensive down positions only in A games.
a. Damian to write letter to then send along to other Coaches in the league prior to the meeting to garner support for the proposal in advance of the meeting.
b. Andrew will propose at the meeting.
c. Motion by Kim Second by Mike for Andrew to propose at the January 27th SMYFL meeting the amendment to the SMYFL by-laws that was drafted by Jennie regarding the creation of a third weight category.
2. Andrew wishes to propose that the season start one week earlier in August as there is not sufficient time to work with the kids prior to the jamboree date.
3. Andrew also wanted to discuss gate fees with the SMYFL Board.
3) WYF By-law Changes/Future Board Positions (Includes Previous meeting discussion) –
a. Jennie provided the members via email a draft of the by-laws with amendments associated with the addition of new positions and clarification of roles and responsibilities in existing position.
b. Kim had suggested we look at elimination of the VP and add in two VP positions to be VP of Flag and VP of Tackle.
c. Andrew mentioned that he did like the idea of the VPs he would suggest we organize things differently. He still sees the value in keeping the current VP position as the “stand in” for the president and as the person in succession. He would like to see the point people for tackle and flag be new “Director of Flag” and “Director of Tackle”. This way parents have a point of contact to deal with issues related to that specific group and if needed things can be brought to the level of the president.
d. Kim asked the members to review their by-law roles and edit with the actual roles that we are doing.
e. The new positions that will be up for election will have appropriate roles assigned and parents can apply for these positions.
f. Additionally, the by-laws will need to be updated to be consistent with the new SMYFL division lingo (Pee Wee, Mites) and to include Winter flag in the language.
4) Winter Flag Update:
a. In the Winter Warmup group we have 44 kids signed up grades K-6.
b. Cost of facility is $12.50 per kid/week
c. Winter Session 35 kids
d. Number of is getting crowded on the current field, need to get on the big field but need more numbers to afford the field
e. Thought for next year – expand program to Middle school to get more fields and more kids involved.
f. Mouthguards are now a requirement to play –coaches not to give out mouthguards any more. The kids have to sit out.
g. Current coaches are Josh, Aaron Davis, Justin Shurburne, Josh W., and Andrew Rost. Each coach is provided a binder with the playbook and rules.
h. There are 2 teams in the K-2 group and 4 teams in the 3-6 group.
i. Outstanding payments – Danica and Kim will coordinate on following up with folks that haven’t paid and provide a deadline for that payment ASAP.
j. Our registration system now takes payments vs the paypal system. Streamlines the financial process.
k. Andrew to order shirts Monday.
l. Andrew to look into Winter flag sponsors.
5) Financial:
a. Kim provided an update of 2014 – with the field expenses, the revenues fell short of the expenses by approximately $1,200. Many unforeseen expenses were incurred with the new league requirements (# of officials, EMT)
b. Kim provided a proposed 2015 budget which reflects the new league required cost.
c. Jennie to follow up with SMYFL on the league fee check for $100 as is was never cashed?
d. Budgeting items to consider for next year:
1. Equipment –
a. Mike needs to look at what he would like for additional pads for practices.
b. Wendy needs to determine if she needs anything else in the shack.
c. Refurbishing cost for yearly inspection?
d. Padded pants? Pullover pants? Sock? Concern that we could have to replace padded pants so often that it becomes problematic to budget for. Previously, Members seems to lean towards pullover pants and families then can purchase any pants they wish.
e. Easy-ups for shade or other shade device?
f. Helmets purchasing a few new helmets each year will assist with the turnover of the helmets at a later date.
g. Need to come up with a spreadsheet for the budget to be able to anticipate when major purchases need to be made.
h. 3 year cycle on the jerseys in off-set years to only have to hunt for one big (or 2 joint businesses to go in on a division) sponsor a season.
i. Flag group – jerseys or t-shirts?
j. Kim wants to approach SAPPI for a sponsorship for the Pee wee group for next season.
2. With the Equipment line item still in flux the item will be heard in February. Kim to provide updated budget once the equipment number are set.
6) Fundraising – Amanda
a. Amanda is working on the “Crop for a Touchdown event”
1. Amanda to send a follow up email to the master list to remind folks.
2. 34 people have signed up. ($30/pp)
3. Amanda has raffle items to raffle off during the day.
4. We need volunteers to work the event. (Setup, food, cleanup)
5. Need food items donated for the day 8 am-4 pm. Kim has list for food
b. Amanda has coordinated with Papa John’s for 2 fundraising nights where they will donate 20% of all proceeds to WYF if you use the code. Amanda will notify Papa John that we would like March 7th as our second night.
c. Bob Marley Event – Amanda and Kim have been investigating the opportunity of a Bob Marley event at the WPAC.
1. The Marley group said they would be interested in partnering with such an event, though they are not returning Amanda’s emails on Marley’s availability.
a. Amanda/Kim we need to pick 3 dates all Saturdays (March 14, March 21 or April 11)
b. Amanda/Kim needs to call WPAC to see if these dates are available (also look at the Friday night of those weekends for back up dates) (Need to verify the cost of the WPAC)
c. Once three dates are determined through the WPAC, Amanda/Kim provide those dates to the booking agent and to Damian Dow to let him contact Marley directly.
2. There is a minimum payment of $3,000 or ½ of ticket sales whichever is larger.
3. Ticketmaster would take care of all the ticket purchasing (need to determine cost of Ticket master)
4. WYF would be responsible for all the advertising. Would hope that Bob could plug our show while on the radio stations.
5. There are payment requirements for use of the WPAC.
6. Looking at a 7 pm show on a Friday or Saturday night
7. Things to pair with the show:
a. Silent auction?
b. Spaghetti Supper
c. Differentiate cost of seats – 1st two rows more, lower house one price, balcony lowest price.
d. Banners :
1. WEBSITE LOGOS – need to coordinate with Andrew on getting logos on site.- Janice there is a how-to video in the Dropbox under “Website How to videos” folder. You can proceed with these uploads.
7) Miscellaneous items
a. Saco Bay Trainers – Concerns were raised by members that standard protocols on concussion treatment was not relayed to a parent. Members felt we need to have Standard Operating Procedures for typical injuries and those measures should be provided to the parent/responsible adult for the injured child.
1. May look into the use of the Westbrook EMTs for home games next year.
2. Additionally, it was raised that incident reports need to be done immediately by coaches to ensure there is appropriate documentation of what the parents were advised to do.
b. Ideas from the Coaches Meeting to follow up on:
1. Coaches clinics (Boston clinic end of Feb/Mar)
2. Saco Bay Physical Therapy offers $10 to parents for concussion base line testing
8) Adjournment Motion at 6:40 pm by Kim/2nd Wendy– Vote: Unanimous all in favor
Next Regular Board meeting: February 8, 2014 4:30-6:30 pm – Location: Westbrook Public Safety Building Conference Room
Meetings will be held generally on the Second Sunday night of each month however the board reserves the right to schedule mid-month meeting as necessary.
(Minutes stated are in summary form and not verbatim)
Action Items from 01/11/2015 meeting or before:
ð Andrew – Attend January 27th SMYFL meeting and propose by-law changes
ð Andrew – Assist or create a tutorial for uploading PDF’s to the website for minutes for Janice.
ð Andrew – Follow up with Greg Post on light bulbs - payment
ð Andrew - Field items to be looking into – flag pole, PA speakers
ð Andrew – Winter Flag Football – recruit more coaches
ð Andrew - Contact WCC about leak in storage shed
ð Andrew - Send out equipment video to the parents group
ð Kim – Follow up with Flag parents on payments
ð Kim – Crop event – coordinate food for event
ð Kim – Edit budget sheets for next meeting with equipment #s – also in the expenses – portopotties needs to be at least $250 shown as $50 (parent meeting is shown at $500 and was $350 – could shift funds from there.)
ð Kim - Marley event – talk with Alex on fees for WPAC – any waivable fees? (SEE items in Amanda’s list that need to be done)
ð Kim - Equipment Deposit? – 1 remaining Yves Maigan
ð Kim – Put together a proposal for SAPPI to review for Pee wee sponsor – hit early Spring prior to their shutdown time.
ð Kim – Update by-laws for new language for Flag, SMYFL, etc.
ð Kim – Scholarship individuals – 3 that didn’t comply (not eligible for 2015)
ð Mike– Follow up with Libby and Cameron Doran on collection of equipment.
ð Mike - RFP for medals and for clothing for next meeting (& three vendors for each)
ð Mike - Review your equipment needs for 2015 and provide any purchases to Kim for next meeting. (Pads, pullover pants, socks, ez-ups, extra helmets)