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AYS BOD March 2022 Meeting Minutes

By SS, 03/19/22, 11:30AM CDT

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Arlington Youth Sports

Board of Directors Meeting Minutes

March 2, 2022, 6:00 p.m.

Nutrien

 

Call to Order/Roll Call

Mike called the meeting to order at 6:03. Mike Monke, Jeff Staats, Erin Reed, Josh Wilmott and Amber Hansen were present.  Incoming board members, Kori Jensen and Ben Nissen, were also in attendance.

 

Reading/Approval of Minutes and Agenda

The minutes from the last meeting were approved.  The agenda was amended as needed.

Public Forum

None requested

Treasurers Report

Amber sent documents to the board in advance for analysis.  There were no questions or concerns.

Old Business

Welcoming of New Members and Elections

Amber officially submitted her resignation, which was accepted unanimously, and Kori was voted in unanimously to fill her position.  Mike officially submitted his resignation, which was accepted unanimously, and Ben was voted in unanimously to fill his position.  The following were then voted in unanimously:

President – Josh Wilmott

Vice President – Jeff Staats

Secretary – Erin Reed

Treasurer – Kori Jensen

Member-at-Large – Ben Nissen

 

Winter Sports Volunteer Deposit Checks

Nine deposits still need to be collected from wrestling.  Ryan Baxter has all of basketball’s.  Ben will talk to Missy and ask her to collect the checks next week when families turn in singlets and shoes for their equipment deposit.

 

Complex Committee Commissioning and Updates

Josh shared the board policy written up for this committee.  Tracie Lage has joined the committee of Jeff Staats, Jared Franzluebbers, Janelle Lorsch, and Angie VonSeggern.  There was a vote on these members per the new policy, and all were in favor.  Alli Roberts offered to help Angie Von Seggern with the concession stand.  Jeff shared the list of items that need to be addressed.  Jeff would like to know more about the plan to rent out the complex with the BOD having some control over situations.  Board members agree there should be policies in place for this.  Jeff heard the softball board is looking into someone to hire to run the concession stand.  The board members have concerns with this as it isn’t the softball money that would pay for it but the complex fund.  Josh will put this on the quarterly meeting agenda to discuss with all boards.

 

Complex Internet Update

American Broadband has not responded back to the complex committee with pricing.  Cox has quoted us $169/month for three years to bring a 50 Mb with fiber circuit into the building, $125 installation fee, and no construction cost.

 

New Business

Fall Sports Survey Synopsis

Survey results for volleyball and football were reviewed and concerns and suggestions were discussed.  These will be shared with the boards before their next season.

 

Debit Card Policy

Amber shared who has cards and what they each use them for.  There was discussion on what limit needs to be set on them.  Josh mentioned going to a credit card instead, requiring receipts to be turned in.  Kori pointed out that a nonprofit can only open a credit card if one person is willing to open it with their SSN and attach it to their credit.  Amber will look into getting Kori onto the bank account.

 

Janet Lang Memorial

Amber shared that approximately $1000 was donated, which was used to purchase a flag for the complex.  Amber will look into getting a plaque for it.

 

Finance Policy

Kori will look it over before the board votes on it.

 

Fireworks Stand

There are still concerns with cost of fireworks and shipping.  Those volunteer slots would need to be replaced with another fundraiser if we don’t have it.  Erin mentioned using complex clean up as a possibility.  Kori asked how many volunteer slots are needed in the volunteer year.  Shelly confirmed via text that there were enough for each player before we dropped the fireworks stand, but she added that they’ve added the poker run in as well.  Joshed moved to forego the fireworks stand for this year and Jeff seconded.  All were in favor.

 

Next Meeting

The next meeting was set for Wednesday, March 23rd, at 6:00 at the complex.

 

Adjournment

The meeting ended at 8:30.

 

To Do List:

  • Quarterly Meeting Agenda Items – JOSH
    • Discuss the plan to hire a concession stand manager.
    • Go over new board policies.
  • Policies (one per meeting) – BOD
    • Sports boards policy
      • Sharing open positions (even if existing member wants to remain)
      • Voting on positions
      • Holding a coaches’ meeting pre-season with BOD present
      • Holding regular meetings with full board present
      • Sharing meeting dates, times, and locations
      • Sharing meeting minutes
      • Sharing board terms and member information
      • Update information on the website (with Shelly’s help at first)
    • College scholarship selection process
  • Other
  • Add a fundraising column in quick books – KORI
  • Bank account changeover – AMBER
  • Lang plaque for flag – AMBER
  • Finance policy review – AMBER and KORI
  • Send survey results to boards – ERIN
  • Collect b-ball deposit checks – JEFF
  • Call Missy about wrestling checks – BEN

Minutes submitted by:  Erin Reed – AYS Secretary

Meeting Minutes of Arlington Youth Sports – Proprietary and Confidential