AYS Tractor Pull 2021
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April 2021 AYS MEETING MINUTES
Arlington Youth Sports Quarterly Meeting
April 18, 2021 7pm
Two Rivers Complex
The meeting was held at 7:00 on April 18, 2021, at the complex. Members in attendance were
Mike Monke, Erin Reed, Amber Hansen, Melissa Overholt, Jeff Staats, Josh Wilmott, Shelly
Staats, and Phil Lang. Ryan Baxter was also in attendance. Mike called the meeting to order at 7:00 and took roll call. March minutes and the agenda were approved. No one from the public asked to speak during the public forum.
Finances
Amber sent out the profit and loss sheets ahead of time for review. There were no concerns and she had nothing more to report.
Complex
Amber asked about the Sign Up Genius for concessions. Angie Von Seggern has the DIBS set up but needs the baseball schedule. Mike will have these the first week of May. There was discussion on finding an ap that would notify people of rain delays, cancellations, etc.
Commissioner Reports
Baseball
Amber asked about the roster policy in place this year. Mike explained that kids that are younger in the age spectrum can drop down a level due to missing last season. He said most parents wanted to keep their player with their peers. He added that team numbers can come into play. This season, there will be some 12U players that will come down to play 10U. Mike said things will be watched closely to make sure playing time is fair.
Softball
No report submitted
T-Ball/Coach Pitch
No report submitted
Soccer
No report submitted
Football
No report submitted
Volleyball
No report submitted
Wrestling
There were no concerns with the report submitted ahead of time.
Basketball
Josh asked how the open board positions were advertised, stressing the importance of being transparent about available positions. Shelly will put open positions for all commissions on the website and Facebook page as there are openings. The board has plans to standardize this process for all boards. There was discussion on filling all board positions at the annual meeting even if the new person wouldn’t take over until later in the year. The board would also like to use the same voting method for all boards. Currently, each board uses its own method.
Old Business
Mike briefly discussed the drafting of the new public forum policy, which will focus and expedite meetings. This will be voted on at the May Board of Directors meeting. He reported that the complex clean-up day was very successful. There are a few lights that need to be replaced on Field 3. A sod cutter has been donated and will be used on Field 3. Field 3 3rd base dugout also needs attention. Mike will look into options. The coffee pot and popcorn machine both need to be replaced. Phil asked about weed control and rocking the parking lot (acre and a half). Someone offered to do the rock in exchange for scoreboard advertisement. Phil will follow up on this. The playground needs new ground cover. The baseball and softball boards are looking into hiring Luke Brenn and/or Tyler Stender and high schoolers to do field prep this season. Phil and Mike will discuss further and report back. There was discussion on having a Complex Board to deal with items such as these. The board also plans to put a policy in place to approve larger purchases by commissioners. In the meantime, requests can be sent to Mike who will then send it to the board by e-mail for approval.
New Business
There was discussion on allowing boards to have “view only” access on QuickBooks. This would allow each board to see their profit and loss sheets and would also allow for more transparency. This will be revisited in July.
The winter survey showed some concerns with confusion surrounding volunteer requirements. There was discussion on possible solutions. All sports have different requirements in addition to the big AYS fundraisers including the fireworks stand, tractor pull, etc. Erin and Josh will attend the fundraiser meeting to draft a plan to adjust and clarify these requirements.
The AYS scholarship requirements and selection process will be revisited.
The next Board of Directors meeting is scheduled for Sunday, May 23rd, at 7:00 at the Complex. Mike will set up a meeting for the board to review the winter sports surveys in the near future.
Adjournment
The meeting was adjourned at 8:36.
Minutes submitted by: Erin Reed – AYS Secretary
Meeting Minutes of Arlington Youth Sports – Proprietary and Confidential
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