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Laurie May

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Arlington Boys 6th Grade News

AYS BOD March 23, 2022 Meeting Minutes

By SS 03/26/2022, 5:30pm CDT

Arlington Youth Sports

Board of Directors Meeting Minutes

March 23, 2022, 6:00 p.m.

Complex

 

Call to Order

Josh called the meeting to order at 6:05. Josh Wilmott, Jeff Staats, Erin Reed, Ben Nissen, and Kori Jensen were present. 

 

Reading/Approval of Minutes and Agenda

The minutes from the last meeting and the agenda were both approved.

 

Public Forum/Volunteer Requirement Discussion

Nate Egbarts, Jason Overholt, and Justin Rehder were present to share concerns about the complex clean-up day not counting as a volunteer fulfillment.  After some discussion, Kori moved to accept the complex clean-up day as a volunteer fulfillment this year. The motion passed 4-1.

 

T-Ball/Coach Pitch Commissioners

Jessica and James Romero were present as they have volunteered to fill these positions.  They shared a bit about themselves.  Shelly is working to open registration.  The board and JJ Mastny will support them as the transition is made.

 

Soccer Commissioner

Ali Roberts was present as she has volunteered to take over the soccer program.  She shared a bit about herself.  Josh will help her get going.

 

Treasurer’s Report

Account Information Change Over

Kori is meeting with Amber to transfer everything over.

 

Debit Cards

Josh revisited the option of opening a credit card for the organization. Jeff suggested opening a Sam’s Club account in the organization’s name and have the goods delivered.  Kori reminded the board that a credit card would require someone willing to co-sign and use their credit card number.  A pre-paid card option was mentioned.  This will be revisited.

 

Complex Committee Update

Complex Internet

Jeff reported that ABB is still not returning calls.  The board voted to go with Cox.

 

Clean Up Day

It was decided that parents will be asked to bring basic supplies with them.  Kori will work with Amber to get dispensers, etc. ordered for installation on clean-up day.

 

Jeff reported that the committee is meeting tomorrow.  The water will be turned on and the leaky pipes will be worked on.  Phil asked about fertilizer and weed treatment.  Current prices are a concern.  Phil asked if Mike Monke would possibly help with this.

 

Tractor Pull Update

Jeff reported that there is another meeting coming up.  They’re brainstorming ways to get the word out.  Checks are starting to come in.  They’re looking at buying a big banner for the empty lot by Casey’s as small posters hung in locations have been torn down in the past.

 

Sports Board Policy Review and Discussion

Josh explained that the purpose of the sports board policy is to clarify expectations for boards, maintain consistency across boards, and help the organization be more transparent.  The board reviewed the shared ideas for the policy.  They entered executive session.  The policy was finalized and approved and will be shared with boards at the quarterly meeting.

 

Next Meeting

The quarterly meeting was set for April 27th, at 6:30 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 sports board policy
  • Policies (one per meeting) – BOD
    • Finance policy
    • College scholarship selection process
  • Other
  • Add a fundraising column in quick books – KORI
  • Bank account changeover – AMBER and KORI
  • Lang plaque for flag – AMBER
  • Winter sports survey – ERIN
  • Look into background checks for all coaches – JOSH  
  • Order dispensers, etc. for clean-up day – KORI
  • Debit card options – BOARD
  • Final draft of sports board policy – KORI

 

Minutes submitted by:  Erin Reed – AYS Secretary

Meeting Minutes of Arlington Youth Sports – Proprietary and Confidential

AYS BOD March 2022 Meeting Minutes

By SS 03/19/2022, 11:30am CDT

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

AYS Important update 1/23/22

By SS 01/23/2022, 11:15am CST

Quick Reminders: Softball registration is currently open and you can now link your Amazon account to AYS using Amazon Smile. This allows AYS to earn donations based on your purchases.

 

Our AYS Annual Meeting has been scheduled for January 30th at 7pm via zoom. There will be an email sent with the Zoom link as well as a Facebook event created for it with a link. I have attached meeting minutes from the most recent BOD meeting. Please take a moment to read it to see the exciting things AYS is working on. All parents are encouraged to "attend" this annual meeting. It gives parents a chance to "meet" new people, understand our boards and where our program is going. If you have an important matter and would like to be added to the agenda, please email BoardofDirectors@arlingtonyouthsports.org by this Wednesday, January 26th. Commissioners, please plan on having at least one of your board members present on the Zoom meeting to represent your sport.

 

When my family and I first moved to town 7 years ago, we knew we wanted to be involved but we weren't sure how or what that looked like. Our oldest wanted to play youth football and that's where we started. Jeff started coaching and I joined the football board. Some may ask, what qualifications does it take to be on a board? ) Do I know enough? How much time will it take? I'm so busy and I'd like to contribute or make a difference but I don't know that I can make that kind of commitment. I'm here to tell you, it takes a little bit of passion to want to better our program for our kiddos, and a little bit of making time for a few hours once a month...sometimes more hours during tournaments or big sports events. It can seem intimidating, but at the end of the day when we all come together, it's a lot easier than you think. We have a bunch of positions that need to be filled for various Boards. The saying goes "it takes a village"...and that's what we are! Together we make a difference and together we make progress. If you have athletes that are in AYS, please consider volunteering for a position, because without parent volunteers we can't do what we currently do and even go above and beyond that. There's a list below of open board positions. It doesn't take perfection or expertise. It takes a personal investment of time and caring about how we want this program to proceed and grow. By the way, when I started volunteering on the Football Board, I didn't know football enough to coach it by any means...that would have been a disaster! But I knew I wanted to help. I could type notes, build spreadsheets, take pictures, post to social media. So if you feel called, please reach out to me, any of the AYS Board members or any sports board with questions. We can't do this without our parents and our AYS family. Many hands make light work! Below is a list of positions that need to be filled this year:

 

Board of Directors- 3 positions

Baseball - 2 positions

Volleyball - 3 positions

Basketball - 2 positions

Soccer - 2 positions (Commissioner and Asst. Commissioner)

Football - 1 position

 

Thank you for taking the time to read through this. Always reach out if you have any questions or concerns and have a great rest of your weekend. We will "see" you all next weekend at the meeting!

 

Shelly Staats

AYS