Thursday, August 27th, 2015
President, Jim Howe / X / Director of Baseball, Tom Umhoefer
Vice President, Brad Ruiter / X / Director of Basketball, Carrie Berran / X
Treasurer, Kate Boyle / X / Director of Cross Country, BJ Knight / X
Secretary, Trudy Kenney / X / Director of Football, Scott Solliday
Administrative Assistant,
Heather Lorentz / X / Director of Lacrosse, Mike Adair / X
Director of Facilities, Lynn Estes / X / Director of Soccer, Skip Newton / X
Director of Program Initiatives, Mike Casey / X / Director of Softball, JackiStalboerger / X
Director of Web Strategy & Support, Darin Keuhn / Director of Track, Kathy Windels / X
Director of Coach Development, Ken Barringer / Director of Rugby, Eric Curtin
Director of Sports Programs,
Jeff Eckerle / X / Director of Volleyball, Alyssa Dahlheimer / X
Director at Large, Mike Schwendinger / X / Director of Wrestling, Lisa Jensen / X
Director at Large, Andy Lancette
City of Eagan, Bob Keeney / X
Other:
Greg Burne (Shadowing Lynn Estes), Vicki Holink CPA - MMKR
Meeting Minutes – Thursday, August 27th, 2015
Eagan Room – City Hall
Meeting was called to order at 7:30p.m. by President, Jim Howe.
Approval of Minutes
Minutes from the May 28th, 2015 board meeting were reviewed by all present. A motion to approve was made by Lynn Estes, seconded by Carrie Berran. Minutes were approved and can now be posted on the EAA website.
2014 Audit
The 2014 EAA Audit took place in June at the Eagan Civic Arena. Transactions were randomly tested and all passed. MMKR prepares the financial statements and noted that two minor journal entries were made which is no cause for concern.
In the Independent Auditors Report a few recommendations were made:
Segregation of Duties – It was noted in this section that the same individual was completing several phases of a transaction from date entry, printing and signing checks. It is suggested that proper segregation of these duties specific to cash is necessary to safeguard assets of the Association.
Status was downgraded to Significant Deficiency in this category.
Financial Statement Planning- It was noted here that the audit team cannot be considered a part of the internal control structure or establish and maintain client records, including monitoring ongoing activities.
Documentation of Transactions – It was noted here that minimal documentation exists to support tournament and concession activity, including a summary of cash activity for each event. Recommendations include a cash sheet by drawer/shift and two individual to count and sign off on the cash prior to bank deposit.
Accounting Manual and Policies – It was noted here that EAA has not yet developed a complete formal accounting manual that documents the procedures for fiscal operations. This handbook should include a full set of policies, account period close procedures and other internal control matters.
The Board has received a copy of the prepared 990 tax form. Directors have a fiduciary responsibility to look over the prepared 990 tax form. Any concerns over the form should be voiced prior to the September 14th Finance Committee meeting. The form will be reviewed at the Finance meeting and brought back to the EAA Board Meeting on September 27th for final approval.
Basketball Update – Carrie Berran
Registration for Traveling will close August 31st. Approximately 303 participants are signed up with 93 girls and 210 boys. In house K-3 currently has 363 participants signed up and that registration will close on September 14th.
Coach interviews are in process. Tryouts are September 12-13th for girls and September 26-28th for boys. Outside independent evaluators will be brought in this year to pool the participants. A $20 fee was assessed to all registrations to cover this cost and is non-refundable. The program does expect cuts this year.
The Eagan Tournament will be held on November 6-8, 2015 and the program was able to secure St. Thomas Academy gym space for this event. This tournament will take place at the following locations: EHCS, ECC, BHMS, DHMS and STA.
New backboards and hoops were installed at Northview and Thomas Lake Elementary in August. ETB had extra funds and the In House program paid for this upgrade at these older schools. There was an article in the Eagan Sun Current announcing this partnership.
Jim Howe and Carrie met with ECC representatives to address ETB needs for courts and gyms and were able to secure more gym space this year so teams will not be practicing at outside locations this year.
Cross Country – BJ Knight
The program hosted an ice cream social and held a 1K race recently to welcome participants to the program. There are 85 active participants this year and they have been practicing for four weeks. There are four coaches for the program. Next week they will participate in the Dakota Classic.
Football – Jeff Eckerle
Current registration numbers are 266 Flag and 234 Tackle. 4th grade flag is playing with helmets this year and 5/6th grade flag is playing with helmets and shoulder pads as a form of preparation for tackle football. The addition of the flag football program is helping overall football numbers from declining.
Lacrosse – Mike Adair
Program just wrapped up their season with solid numbers and predicts static numbers next year. Some teams attended the state tournament. Program is continuing to keep their costs at about half of other local programs.
It was noted that Rahn fields were not well keep this year with grass too high and fields unplayable at times. Toward the end of the season the fields seemed overused. Bob Keeney, City of Eagan, mentioned that the city employees have a field schedule and it is hard to keep up with the demand. It was suggested EAA or specific EAA sport programs assist in paying for overtime for City employees to get the fields ready. Discussion will continue on that matter. It was also noted that persons should not take it upon themselves to mow or rake fields.
Field space will be an issue next year and may affect enrollment numbers.
Soccer – Skip Newton
Tryouts were recently completed.
Shari Eckstrom is the new Director of Coaching and she and her staff are running team formation and have smoothed out the tryout process. They have moved to one day of tryouts instead of two. Numbers were down for spring and up for fall. They will continue to focus on younger age groups to help rebuild the club as numbers have been on the decline for the past five years.
EAA Night is September 5th.
Softball Update – Jacki Stalboerger
Summer season ended July 31st. Fall registration was open for a two week period and the season itself is seven weeks long, ending with a state tournament. There are 54 participants in the fall program.
Dome clinics will be offered November – March at the Rosemount Dome.
Track Update – Kathy Windels
Planning has begun for the 2016 season. The program was contacted by EVAA to see if EAA is interested in combining a meet for 4th-6th graders. This would add another week onto the end of the season and increase the fee for that age group. The program is considering the proposal.
There are two open board positions – Merchandise Manager and Tech Manager. There are currently issues with the access database and excel they currently use and are looking with someone with knowledge in these areas.
Program is also in need of a new computer and will work with Technology to obtain one.
Volleyball Update – Alyssa Dahlheimer
Fall volleyball has started and they are now in their 3rd week of practices. The program cut six players and added a 5th team. This is the first year the program has offered a 7th/8th grade travel program and had 32 participants try out.
Wrestling – Lisa Jensen
Budget info will be provided at the upcoming finance committee meeting and hope to have the registration open shortly after that.
Looking into option for families to buy their own singlets instead of the program. This year will have two session options. Session 1 will be a basic session and Session 2 will consist of more tournaments. Participants can sign up for either or both of the sessions.
They are working on acquiring sponsors and are finishing up their sponsorship letter to bring money into the program.
They will also offer different volunteer options within their registration this year as program is looking to expand their Board.
Facilities Update – Lynn Estes
Football needs to be out of the Dakota Hills Shed by the end of August. EAA is in need of additional storage. Lynn has talked with the City of Eagan and they do not allow the addition of a lean-to as any addition to a building must look like a natural extension to the building.
Hockey is a potential partner in funding additional storage space. Hockey will contribute $60,000-$100,000 toward this effort. EAA will need $55,000 and currently has $30,000 set aside for this. Lynn suggested the Board begin thinking of ways to raise the additional funds needed.
A motion was made by Lynn Estes for the EAA Board to support continued exploration of ideas for storage and funding. The motion was seconded by Mike Schwendinger.
Background Checks – Heather Lorentz
Seeing greater compliance from head and assistant coaches to take the background screening across all sports. Ken Barringer and Heather have been receiving coach lists from sport directors and verifying compliance of background screening and concussion training and reporting back to sport directors with those who have not yet completed. Jim Howe mentioned that is it the responsibility of the sport directors to continue to monitor this and follow up with those who have not complied and the system has flagged a few candidates.
Concussions – Mike Casey
Concussion Baseline Testing is set for September 2, 2015 at EHS. Testing starts at 3:15pm and goes until 7:15pm. Volunteers are needed at the door and in the computer rooms.
Finance Committee Meeting
No meeting was held in August and thus no report was given on the meeting.
Kate Boyle addressed the July financial statements. July is the busiest time for payments. There are a large number of registrations coming in.
Fall sports fees will be reflected in the November financials.
Winter sports fees will be reflected in the spring financials.
Motion was made by Mike Adair to approve the July financial statements and was seconded by Brad Ruiter.
Marketing & Technology Update – Trudy Kenney
EAA was able to secure the Adopt A Street at the Eagan Outlet Mall. The signs are located by the bus stop and McDonald’s by the mall. First pick up date for trash is October 3rd. Sport Directors were asked to sign up.
The June Market Fest was affected by rain and there was decreased traffic. Darin Keuhn and Mike Schwendinger volunteered for the event.
The EAA Registration and Information flyer was inserted into elementary school folders and dispersed prior to end of the school last spring.
PCA was scheduled in August and was cancelled due to low enrollment. The next workshop is scheduled for October 5that 6:30 at ECC. It was noted that this would officially begin year two of EAA’s contract with PCA. Another possible workshop will be held in March.
Streets Alive will be on September 12th and needs volunteers. A tent and weights are needed and were volunteered by Jim and Lynn.
Halloween Hodgepodge will be held indoors at ECC on October 25th. EAA needs to supply their own table and have some sort of game.
Sponsorship – Brad Ruiter
EAA has secured Urgency Room as new sponsor. They signed a twelve month contract and will have their ad placed on the eaasports.org website. UR is interested in getting involved in tournaments as well.
It was mentioned that UR could potentially be a sponsor for a new storage facility/shed.
Technology Update – Jeff Eckerle (proxy for Darin Keuhn)
Team manager functionality similar to Team Snap will roll out September 1. EAA receives access as part of our current agreement and advised any sports that currently use Team Snap to check into using EAA access. Technology will check more into the actual functionality of the program and report on that at the next meeting.
Sport Ngin and Sports Star Photography have partnered to offer online billing within registrations. In House Basketball 4-6th grade will be offering photo direct billing with Sports Star Photography within the registration itself on the registration page.
Conflict of Interest Form – Jim Howe
The Conflict of Interest Form must be signed by each executive board member and sport board members each year. A deadline of September 24th, 2015 was put in place in which to have all forms signed and turned in. Forms can be brought to the board meeting and given to Heather Lorentz, who will keep record of who has or has not signed the form.
It is also required that each sport director provide Heather with a list of all current board members to verify compliance.
Any sport board who does not have all board members sign the form will have their sport budgets be put on hold until all board members have signed and turned in their forms.
Any forms not turned in at the September 24th board meeting can be emailed to Heather at the email address.
City of Eagan Update – Bob Keeney
There are no outstanding items for summer. Please communicate needs or changes 7-10 days in advance.
Upcoming Meetings
Finance Committee– September 24th at 7pm, ECC Lone Oak Room
Marketing/Technology Committee – TBD
Next EAA Board Meeting – Thursday, September 24th, 7:30pm, Eagan Room – City Hall
Meeting was adjourned at 9:59 pm.