Fishhawk Youth Sports Complex

BOD MEETING

JULY 16, 2009

Fishhawk Youth Sports Complex

Attendance:

Executive Committee:Board Members:

7.16.001: Meeting Called to order by President Jeff Lynn at 7:07pm

7.16.002: Attendance sheet passed around.

7.16.003: June Minutes reviewed. Motion to approve the June minutes was carried.

Status: Closed.

7.16.004: Treasurer’s Report was given, distributed, and reviewed. Jeff advised that all Board Members must get approval from the EC before making any purchases, and receipts must be turned in to the Treasurer for reimbursement.

Status: Closed.

7.16.005: Concession’s Report

Karla outlined details of what is in the works for the future of Concessions. FYSA has relinquished all of its responsibility, and Concessions is now owned and operated by MTBS and FYB together as a team. The Concession Committee has been working hard, meeting weekly, and discussing daily the plans for a new and improved Concession Stand this fall.

• Immediate changes:
• Food – Keep same food, but add new improved, healthier options with short order cook paid from the profits.
• Profits – Split based on past enrollment. 35% MTBS / 65% FYB
• Decisions – All decisions will be 50/50 MTBS / FYB and approved by the MTBS BOD
• Survey will be sent out via email to parents with questions that will help aid in deciding what types of food to purchase.
• Ideas / Goals:
• Add extra picnic tables to park.
• Table top sponsorships for tables. (fundraiser)
• Satellite concession stand at softball side.
• 2 Golf carts – one for MTBS, one for FYB for Concession use only.
• Runners who take orders and deliver to stands (with walkie-talkie & golf cart)
• Eventually build permanent structure with restrooms on MTBS side.
• We may invite outside vendors to sell at our side of the park, and all profits will be shared 35% / 65% with FYB.
• FYB will not dictate what we can or cannot do on our side of the park, and vice versa.

Status: Ongoing.

7.16.006: VP of Facilities:

• Barbi reported that she has collected all but 3 equipment bags.
• A lot of buckets and balls are missing.
• Estimated $600 budget for new balls for fall.
• Jeff motioned to not purchase any new buckets since they are pricey, and rarely get returned. Barbi said if she could find a deal on balls that come with free buckets she would purchase those instead of empty buckets. All in favor. Motion carried.
• The website was mentioned for having good prices.

7.16.007: Fall Ball:

• Budget reviewed.
• Jeff charged each BOD member to go out and try to get at least one $300 sponsorship for a team. If we each did this it would mean $3,000.00 +.
• Mike Paplin suggested that we find out if parent volunteers / coaches have already had background checks performed through other sports, and the possibility of a shared central data base of all approved volunteers / coaches from all the other Fishhawk Sports to reduce the cost of Background checks.
• Motion to have a draft for the fall season was approved. There was one objection. Motion carried.
• There will be an End of Season “Celebration” which will consist of games (non – competitive geared for Fall Ball) and possibly some catered food that families can purchase tickets for meals.
• Field Use: 2 ½ fields needed.

7.16.008: Summer Projects:

• Message Board – 3ft X 4ft with lockable Plexiglas doors where we can post current info for parents. Jeff advised this will be completed within about 2 weeks.
• The leveling and trimming of Bella Garden and Field 2 will begin after Aug. 8th.
• Batting cages / Pitching lanes will be built soon where the pitching lanes are currently. Mike Charo has drafted the plans.
• A soft toss area can be added relatively inexpensively, and will be done this summer as well.

7.16.009: Fundraising / Sponsors:

No report at this time. Fundraising chair not present.

7.16.010: Summer Camps / Pickup games

• There were some mixed feelings both good and bad concerning the pick-up games. In general, the younger girls (8U age group) were having the most positive experience; and the older girls (10U & up) were having some difficulties. Increased adult participation / supervision may be needed to ensure that ultimate fairness is achieved with the older girls.
• There is a Summer Camp the week of Aug 3 by Mega Sports Camp.

7.16.011: New Mailing Address / 501 c(3):

Miss Tampa Bay Softball

5668 Fishhawk Crossing Blvd #30

Lithia, Fl. 33547

MTBS’s 501c3 # is 30-0530257

• A mailing address change has been sent to the IRS.

Meeting adjourned at 9:05 pm

Please review for accuracy and kindly let me know of any changes.

Thank you!

Respectfully submitted,

Michelle Estrada