2009 Executive Board Minutes:
Posted: 28 Feb 2009 04:22 pm Post subject: Budget recap 2008
Deep Run Valley Sports Association
Club Account-Summary of Income and Expense
Jan-Dec 2008
Income
Family Fees & Club Fundraising 164,517
Per Player Fees 29,969
Sponsor Fees 15,538
Golf outing-Net 5,373
Concession Stand-Net 12,608
Other Income 9,767
Total Club Income 237,772
Expenses
Capital Expenditures-Facility Improvements 34,750
Operating Expenses
Payroll-Administrative and Grounds Maint. 42,676
Field / Grounds Maintenance 27,481
Interest Exp 22,986
Insurance 11,287
Rest Room Exp/Trash Removal 18,981
Heating Oil/Propane/Gasoline/Electric 11,878
Gym/Field Rentals 14,710
Office Equip/Supplies/Postage 7,077
Miscellaneous 7,071
Maintenance & Repair 10,563
Total Operating Expenses 174,710
Excess of Revenue over Expense 1/1/08-12/31/08 28,312
Principal Payments on Mortgage Loan (14,139)
Net Activity 14,173
Posted: 28 Feb 2009 04:13 pm Post subject: Deep Run Exec Board Mtg 2/08/09
Deep Run Valley Sports Association
Minutes of the Executive Board Meeting
February 08, 2009
Time & Place:
A meeting of the Deep Run Valley Sports Association’s (DRVSA or Club) Executive Board was held on February 08, 2009 at 11:00 am at the DRVSA Clubhouse, Hilltown Township, Pennsylvania.
Members Present:
Hans Sumpf, President
Brian Cassel, Treasurer
Scott Campbell, Operations VP
Chris Villella, Administrative VP
Mike Koch, Club Administrator
Guest: Bill Wert, CPRP, Asst. Township Manager (Director of Parks, Recreation & Open Space)
Summer Camps
Bill Wert's goal is to start a Park & Rec program in Hilltown Township. He wants to collaborate with Deep Run to offer camps (not leagues) to township constituents. He is actively reaching out to programs within the area that are already in place and possess certain expertise. It is not intended to compete with existing camps but rather address unmet needs. His objectives are not limited to sports programs and could include activities such as music & theater classes and other non-sport related summer camp(s).
They currently have approximately 5,000 addresses based on the tax parcel map that can be used to put together mailings, newsletters and advertising programs. Hilltown can potentially provide marketing, facilities and administration as part of this partnership.
The following path forward was decided: Hold Hilltown's Easter Egg Hunt at the Deep Run complex. The current time window is 9AM-12PM 04 April 2009 with a rain date on April 11th. Additionally, Deep Run will explore girl's lacrosse and field hockey as well as “satellite” basketball for older kids at the Civic Park.
Field Maintenance
Scott signed contract with Navy Lawn and Garden Care to do Top Soil and Seeding operations for Soccer Field #8 starting in early April 2009.
Sponsorships
It was noted that sponsorships are down significantly this year due to the economy and that the club and sports programs will have to plan accordingly.
Magnets
A quote was received from League Dynamics (Leola, PA) for $1,350 for 500 DRVSA Magnets. A proposal was made to sell them for $3 out of the concession stand without the need for separate accounting. Therefore, the magnets are offered essentially at cost with the primary objective of marketing the club. Approval will be sought at the next General Board meeting.
Maintenance
Agreement was reached to pay someone to fit the office window with secure shutters and to replace the broken brackets on the folding table top with a fixed set-up.
Also agreed to purchase a low-end network PC and All-In-One printer which will be available outside of the office to aid in registration and provide access for the various sports which require occasional internet access.
Sports Notes
Rosters for all travel teams will be required to be submitted so that the club can compare to the database to ensure all are paying the appropriate club fees.
Finances
Basketball is in good shape with the club paying the gym rentals. Sports are now keeping to their budgets; however, the club occasionally lends money to the various sports programs for several weeks, as required.
Per player registration receipts are deposited into the club account. A query is run from the database to determine sport break-down and money is allocated to the sports electronically.
The number of families registered to date . . . 634.
The meeting was adjourned at 12:25 PM
Next General Board Meeting is scheduled for Tuesday, 10 Feb 2009 @ 7:30 PM.
Posted: 09 Apr 2009 02:29 pm Post subject: Executive Board Meeting Minutes 3/5/09
Deep Run Valley Sports Association
Minutes of the Executive Board Meeting
March 05, 2009
Time & Place:
A meeting of the Deep Run Valley Sports Association’s (DRVSA or Club) Executive Board was held on March 05, 2009 at 7:30 pm at the DRVSA Clubhouse, Hilltown Township, Pennsylvania.
Members Present:
Hans Sumpf, President
Brian Cassel, Treasurer
Scott Campbell, Operations VP
Chris Villella, Administrative VP
Mike Koch, Club Administrator
Registration
Registration for Spring sports was reviewed. Online registration is closed however walk-in opportunities are still available for Lacrosse, Soccer and Softball.
757 families have been registered to date. 369 (48.7% of total) families are Hilltown residents. The Club Administrator will send out reminders to all families that have initiated but not yet completed registration.
Recap:
Sport 2009 YTD 2008 Opening Day
Baseball 540 565 18 April
Lacrosse 91 142 TBD
Softball 372 446 25 April
Soccer 378 353 03 April
Basketball
The end of season closing ceremony is scheduled for Saturday, 28 March 2009 9 am – 12 pm at Quakertown Christian.
Financials
Profit & Loss Previous Year comparison was reviewed. Net Income through February 2009 is coming in at $105K which is up ~30% from the previous year at this time.
Grounds
Alexander's Lawn care has been contracted to cut Fairhill & Telegraph fields.
Doug Hendricks suggested purchasing attachments for the John Deere Gator and/or Kubota tractor for activities such as applying fertilizer, plowing snow, etc. Snow plow was not deemed cost effective as plowing can be contracted as needed at a nominal cost. The Executive Board will evaluate purchasing a seed spreader as well as a core aeration attachment vs. cost for contracting out the service.
Positive Coaching Alliance
Ten coaches from Deep Run softball and soccer attended the Positive Coaching Alliance workshop held 19 February 2009 at Pennridge High School. Positive feedback was received. The cost of the program is thought to be around $6000 per year plus additional fee per coach to attend. The Board recommends going back to PCA and getting a clearer proposal.
Hilltown Township
Bill Wert, Asst. Township Manager (Director of Parks, Recreation & Open Space), communicated that they will not be holding the Easter Egg hunt at the Deep Run facility as previously planned because it has already been advertised for Hilltown Civic Park. At present it is currently in the township's court regarding future collaborative efforts.
DRVSA submitted a proposal to sell to Hilltown Township a conservation easement for recreational purposes at the Deep Run facility. A ruling is expected by end of year as to whether the township will purchase the easement. The desire is to use this money so that the family fee can be reduced to $75.
Trees
Bid received for $9,000 to take all trees down to root level. Scott will hold off a bit. Wants a chipper for one of the work days on the March 28th.
Buxmont
Dialog continues between Deep Run and Buxmont.
Jack Schramm Memorial Scholarship
Applications were publicized at Pennridge and Lansdale Catholic.
Magnets
The Deep Run magnets have been received. They will be placed in concession stand for sale for $3 each.
Background checks
Two forms are still outstanding from basketball. Of those already submitted two were returned with issues. Letters to be sent to affected persons for them to resolve with the ChoicePoint background check vendor.
Office
Doors will be placed over the windows that will be dead bolted from the inside. Shelf will be repaired by cutting shorter so that it is the length of a piece of paper.
The meeting was adjourned at 9:15 PM
Next General Board Meeting is scheduled for Tuesday, 10 Mar 2009 @ 7:30 PM.
Posted: 10 Jun 2009 01:18 pm Post subject: Executive Board meeeting minute 05/31/09
2009 Deep Run Executive Board Meeting
May 31
We are going to open a Deep Run Online Store. Present to the general BOD at next meeting. Store will offer generic Deep Run apparel and specific sports apparel. Sports program can continue to do their own thing for teams and fund raiser apparel. We are planning on using Nothing Butt.
We discussed changing the fee structure. Thoughts discussed included
a) Do away with membership and add to different program sport player fees. Capping the higher program fee after x amount of players registered per family.
b) Change membership fee to $50
c) Brian will do a study and send out via email.
We are holding a Positive Coaching Alliance on June 13 at 9:30 AM at Deep Run. We need to schedule 2 more.
We will have a Schramm scholarship banquet on 6/10 with cake, fruit, and veggies. Winners are Jess Kirsch and Sarah Denard
Posted: 13 Jul 2009 01:56 pm Post subject: Executive Board meeting minutes 6/20/2009
Deep Run Valley Sports Association
Minutes of the Executive Board Meeting
June 20, 2009
Time & Place:
A meeting of the Deep Run Valley Sports Association’s (DRVSA or Club) Executive Board was held on June 20, 2009 at 9:30 am at the DRVSA Clubhouse, Hilltown Township, Pennsylvania.
Members Present:
Hans Sumpf, President
Brian Cassel, Treasurer
Scott Campbell, Operations VP
Chris Villella, Administrative VP
Mike Koch, Club Administrator
Rob Martin, YouthSportsMarket.Com
Deep Run Online Store
Discussed using Rob Martin and to provide "official" Deep Run apparel through an online store to club membership. The goal is to provide a high quality product at an affordable price, not necessarily to make a profit. By next general board meeting Rob to provide an analysis of costs to allow each sport to evaluate what could be made. Individual sports will not be required to use this outlet. General apparel profit will go to the club. Sport specific apparel profit will go to the sport.
Personnel Announcements
Rob Martin submitted his resignation as commissioner of softball. Ken Lynch will act as interim Softball Commissioner until the nomination process is held in the fall.
Frank Henofer officially resigned as the Lacrosse commissioner. Likewise, Chris Fechter is the acting Lacrosse Commissioner in the interim until fall nominations.
Financials
Brian Cassel presented a Revenue Analysis examining the club’s income and expenses with the intent of evaluating potential new fee structures to equitably distribute the club’s ongoing obligations across the membership rolls. Further information was requested from the database.
This will become a new business item in August.
Computers
Scott Miller to try to get copy of database up and running on the internet. Brian Cassel to contact QuickBooks to determine what is required to share over the network and move application to new computers.
The meeting was adjourned at 10:40 AM
Next General Board Meeting is scheduled for Tuesday, 11 August 2009 @ 7:30PM PM.
Posted: 24 Aug 2009 05:27 pm Post subject: Executive Board meeting minutes Aug. 3, 2009
Deep Run Valley Sports Association
Minutes of the Executive Board Meeting
August 03, 2009
Time & Place:
A meeting of the Deep Run Valley Sports Association’s (DRVSA or Club) Executive Board was held on August 03, 2009 at 7:00 pm at the DRVSA Clubhouse, Hilltown Township, Pennsylvania.
Members Present:
Brian Cassel, Treasurer
Scott Campbell, Operations VP
Carl Holz, Secretary
Chris Villella, Administrative VP
Mike Koch, Club Administrator
Hans
Mike Koch provided an update of Hans' condition following surgery. Recovery will take many weeks. Per the by-laws the Administrative VP, Chris Villella, will be acting in the Club President's capacity until he is well enough to return to the position.
Donations
Donations have recently been received on behalf of Eric Gotwols, a former club member who recently passed away. Discussion was held on how to handle various donations received on behalf of Eric, Mike Yerk and Bill Dameron's father-in-law, "Poppy" Boyd. Scott suggested using the monies to purchase an additional automated external defibrillator (AED) with a note from the club to the families indicating what the money was used for.
Treasurers Report
Soccer numbers are bringing us a little ahead of last year, approximately $4K. Per player income is up. Family and chance fees recieved are above last year at this time. Sponsor fees are down $4K. Operational expenses are down $37.5K. Concession stand income is down.
Mike suggested hiring a couple of teenagers that could man the snack stand during intramural practices, Connie Mack tournaments, etc. A suggestion was made to purchase and place an "open" flag to let people know when the stand is open.
.
Brian would like to ensure that we have a "rainy day" fund $15-20K at beginning of each year. He estimates that we might have $20-30K to pay down the loan of which we owe $346K. Chris would like to tell the membership that we paid down the loan at the end of the year.
Hilltown Township
There has been no word on the club's application to Hilltown for an open-space recreational easement. Follow-up will be conducted in September. Club member and Hilltown township resident, John Bender, was suggested as someone who could act as an advocate for the club.
There has been no correspondence with Bill Wert, Hilltown Parks & Recreation, since our initial discussions.
Golf Outing
Need approximately 18 foursomes (72 golfers). Two (2) foursomes are in place. Brian to find out how much was budgeted for prizes. Chris will handle the prizes. Each sport needs to send 4 foursomes. Dave Dolly needs to establish the minimum number of golfers and the cut-off date.
Chris to talk at the general board meeting. Mike to send email to all commissioners to remind them of the general board meeting.
Deep Run Online Store
No progress reported. Hoping for Rob Martin to discuss at August's general board meeting.
Girls Lacrosse sign-up total
Thirty-two (32) girls have signed up thus far. Telegraph Field #2 is being considered for play on Sundays. The field can be marked for lacrosse and parents can park close. There should be no interference with the soccer schedule as only practice and tournaments will be held there. All soccer games to be played at the Deep Run complex.
Soccer Sign-Ups
Soccer is anticipating that numbers will be the same as last year. Mike Koch will help put together snack stand and picture schedules.
Stones for Walking Path
Need to address the walking paths from the pole barn to parking area, clubhouse to Crawford. Need to contact Roger Beers or Scott Passerini to get quotes to purchase, deliver and spread stone.
Miscellaneous
Last Moyer treatment scheduled for 14 Sep. $3000 for Broad leaf Weed control, fertilizer.
The formation of the nomination committee for the 2010 Board of Directors will be discussed at the August General Board meeting. Discussion of the potential restructuring of club / sports fees with commissioners will occur in early September.
The meeting was adjourned at 8:40 PM
Next General Board Meeting is scheduled for Tuesday, 11 August 2009 @ 8 PM.
Posted: 09 Feb 2010 11:23 pm Post subject: Executive board meeting minutes Dec. 8 2009
Deep Run Valley Sports Association
Minutes of the Executive Board Meeting
December 08, 2009
Time & Place:
A meeting of the Deep Run Valley Sports Association’s (DRVSA or Club) Executive Board was held on December 08, 2009 at 6:00 pm at the DRVSA Clubhouse, Hilltown Township, Pennsylvania.
Members Present:
Brian Cassel, Treasurer
Scott Campbell, Operations VP
Carl Holz, Secretary
Chris Villella, Administrative VP
Mike Koch, Club Administrator
Fees
Chris will author a letter explaining the new fee structure to go out to the general membership via email prior to January 1st 2010. Soccer is planning on staying with the same fee structure but is exploring increasing the fees for the older ages.
Trees
Estimated that it will cost $9,000 to clear trees, however money is not currently budgeted for this. The clearing of the trees is likely going to increase run off from the fields therefore we will need to determine where the run-off goes.
5-Year Plan
It was recommended that a committee of 5 – 7 people be assembled to begin to address the club’s future needs. Some ideas that are being explored are basketball courts, lights for fields, installing a turf field, etc.
Driveway
Club entrance and exit needs to be cleaned out. Mike is to get quote for excavation potentially from Shawn Galloway. It is estimated that stone will cost $340 per load of stone and we will need 2 loads. It was recommended that this should be done before next year.
Fence
A request to install a fence around the baseball Little League field was received. This item needs to be on the January General Board Meeting agenda. No issues expressed from the Executive Board.
Automated External Defibrillator (AED)
The new AED has arrived. Scott will coordinate the training at a future general board meeting.
Budget
Lacrosse income will be held until January 2010. The club will apply approximately $25K toward mortgage principle.
Miscellaneous
More stone is needed on internal access roads to fill in where it has eroded.
Moyer’s quote is $200 higher $14,800 vs. $14,600.
Split Rail Fence – Mike has plan and will get a quote from Litchman??. There are funds to pay for it this year.
The meeting was adjourned at 6:55 PM
Next General Board Meeting is scheduled for Tuesday, 12 January 2010 @ 7:30 PM.