Board of Director’s Meeting January 18, 2012
Call to order: 7:00pm, Brea Civic Center - Room A
Agenda topics:
1. Fields Update
a. Equipment & nets
b. Goals and locks
2. NOCIL All-Star Tournament Update
3. ACB Try outs and practices
4. Parent Survey
5. Financial Review – Budget
a. Additional expenses (ie – answering machine/fax)
b. Check requests & distribution
c. BSA credit/debit card for monthly recurring expenses
6. 2012 Programs
a. Promotion and Marketing for Winter/Spring
b. Calendar of events
7. Website Update
a. Team updates, Board Updates
b. Director of Coaches – name changes
i. Recreation Boys/Girls Director of Coaches
8. Logo Design and 40th Anniversary Update
9. Marketing/Sponsorships
a. Kidz Sports Zone Media
b. Farrell’s
c. Artistry Foto
10. Future meeting locations (Civic Center)?
New Business
Adjournment
MINUTES FROM 1/18/12 BSA BOD MEETING:
Meeting was called to order at 7:00pm by President Dan Sheppard.
Agenda items were distributed and announced by Secretary Michael Langford.
1. Fields Update: Director of Fields position is still vacant. Our immediate needs are related to coverage during the upcoming SPARKS session which starts next week (fields need to be painted) and Spring Season which starts in March. Discussion took place as to placing an advertisement on the BSA website to the general membership regarding the position. Marketing Director (David George) will take the lead on this posting. Additional concerns were discussed as related to accountability and oversight of the entire process until a replacement has been identified. Current options generated from the conversation ranged from having another BOD member assume the role to hiring someone to complete the task short-term either as an internship or stipend amount. Action item: President (Dan Sheppard) will update and enhance the job description for the board to review and ratify at the next BOD meeting. The update will also include needs and payment options, hours worked to stripe fields, hourly rates (if needed) and equipment responsibilities. Major dates identified were: BKC Tournament (8/15/12); Fall Season (Sept – Feb) and Spring Season (Mar – May).
Ownership of the goals, nets and other equipment has been assigned to Joe List until the Fields position is filled. Joe has appointed a sub-committee consisting of Karl, Matt Morse and David George to complete an inventory of goals, nets and other equipment owned by BSA. The main issues at hand currently revolve around the status of goals (repair versus purchase); Usage policy and Lockdown procedures. It was resolved that if any BOD member observed a goal that was not locked down that should be in locked down mode, would complete the lock down process or at a minimum, contact one of the sub-committee members to complete the task. Action items for the sub-committee will be to take an inventory of current owned equipment items (search is to include all fields and shed) and a proposal of both Usage and present a solution to the Lock down process of goals to the BOD by next meeting (2/1/12).
2. NOCIL All-Star Tournament Update: Only ACB team left at this time in the tournament is GU14. There was an issue with the tournament regarding the third game within the brackets for BU10/BU12 as some teams didn’t advance – some teams were under the impression that the third game counted towards the tournament versus being a consolation “extra” game. It was determined that rules were not written prior to the tournament. Dan will meet with the Presidents from the other boards involved for feedback and will update the BOD of his findings.
3. ACB Tryouts and practices: Tryouts are scheduled to occur shortly and will be advertised on the main page of the BSA website. Currently, ACB G97 Black tryouts are in progress and ACB B96 has 10 players committed. U8/U9 players will be participating in a six-week mini practice session with ACB teams during the Winter Session. The good news is that about 80% of the Rec All-Stars are participating within these sessions. To date, 30 girls and 20 boys are in the program. In early February, we’ll be able to assess how many will commit to the Spring Season.
A brief discussion took place about reviewing the overall All-Star selection process with respect to selecting the coach and team earlier in the season, managing parent and player expectations, awareness and updates. The discussion was tabled to a later meeting closer towards the Fall Season.
4. Parent Survey: Discussion took place regarding sending out an annual Parent Survey to gather information on how we can improve the overall services, programs and expectations for the upcoming season. A subcommittee was generated led by Karl consisting of Michael, David Stupin, David George and Gui to review the initial template created by Matt Morse. The subcommittee will report their findings and recommendations to the BOD at the next meeting on 2/1/12. Once approved by the BOD, the survey will be distributed by Mary.
5. Financial Review and Budgets: Karl presented a snapshot report comparing the actual budget versus a forecasted budget for calendar year ending 2011. The report showcased Actual financial activity through 12/31/11 (fiscal year ends on 1/31/12). Upon reviewing the report with the BOD, Karl stated that December would be in line with budget while January projections would reflect a slight shortfall from budgeted figures – which he’ll use as the basis for FY12. As such, Karl requested an extension of the review for the 2012 budget as he is in the finishing stages of compiling data for the upcoming budget. He requested all BOD members to review any anticipated and/or one-off expense items to be sent to him for review and possible implementation within the 2012 budget. The due date for these expenses will be 2/1/12. Karl will reconvene with the BOD on 3/7/12 to complete the budget review process for FY12. In the interim, Karl presented Michael with a financial summary that could be placed on the BSA website. Secondly, Karl discussed the revised check run process to the BOD stating that these will take place once per week. Moreover, Karl and Laura stated that cut-off dates will be established between now and the next BOD meeting. They also stated that emergency check runs could still be completed, but wanted to inform the BOD that these instances would be reviewed on a case by case basis. In order to expedite the check run and approval process, Laura stated that we’ve added 2 additional check signers as per the bylaws (Secretary, Michael & Vice President, Jasmine). This action should also expedite the approval and distribution process.
Lastly, a brief discussion of BSA credit cards for BOD expenses related to items purchased for BSA/ACB (such as survey monkey, website domain, etc.) took place with the main issue being that any BOD member requiring monies upfront to complete a check request and/or complete the purchase with their own personal credit card and complete an expense reimbursement form. Karl stated that he and/or Laura would contact the bank to create a business account for recurring expenses for those BOD members that required one. He requested that any BOD member that needed this set up to contact him by 2/1/12.
6. 2012 Programs: Matt Morse explained a few key events that will take place in 2012 with the most immediate event being ACB PDA starting on 1/30/12. He presented a list of events to the BOD and will give a copy to Michael to post on the BSA website. Programs will continue to a focal point of discussion over the course of the next few meetings.
7. Website Updates/Team Updates: Matt Morse distributed a list of website areas that needed to be updated specifically related to ACB team pages, the main BSA homepage and calendar of events. He requested that each of these areas be corrected as soon as possible. With respect to updating the BOD roster on the BSA website, Matt proposed that we complete a name change/modification to the Director of Coaches positions (Boys and Girls). His contention was to establish a distinction between Rec and ACB Coaches so as to avoid confusion for the average BSA member and/or visitor/guest to the BSA website. The BOD vetoed this request as the titles would require a change to the bylaws to create a new position and/or title.
8. Logo Design -40th Anniversary: Matt Morse reviewed the latest mock-up of the 40th anniversary logo for BSA and ACB. The consensus from the BOD was that the four proposed options were not suitable and that the vendor work closely with Matt to address the feedback, concerns and recommendation from the BOD. Matt will present another run of the 40th logo to BOD by 2/1/12.
9. Marketing Sponsorships: David George informed the BOD that he was working on obtaining new sponsors for the upcoming season. Michael informed the BOD that Embassy Suites had made a business decision not to participate as a sponsor for the upcoming season as Embassy Suites stated that over the last 2 year contract only a total of 33 reservations were booked – so, they decided to “opt out” this year. David went on to inform the team that he was in discussions with Farrell’s Ice Cream Parlor and ArtistryFoto as new sponsors this year. He’s also working on another hotel sponsor which we’ll need for the BKC slated for 8/15/12.
10. Meeting Locations: As a result of the Embassy Suites deal, Michael stated that there’s a need to find another set of meeting locations for the upcoming BOD meetings for the balance of the 2012 meetings. David George stated that he was able to work out a deal with his HOA regarding the use of their common area clubhouse for all future meetings. Michael gave David a list of meeting dates. David will update the BOD at the next meeting with his findings. In the interim, Michael has made arrangements with the City of Brea to have meetings occur at either the Conference Room or Civic Center Room A.
New Business
· Futsal Courts at Brea Junior High School: Matt Morse presented a proposal to the BOD to convert 3 basketball courts into outdoor Futsal courts at BJHS (old basketball court area). The conversion process entails a resurfacing of the existing basketball court area, striping and logo prints. Matt’s presented a bid proposal from 1 vendor to complete the work at a cost of $13K. As the amount was somewhat cost prohibitive coupled with the fact that only 1 bid was secured, Michael stated that he would assist with Matt’s project by working to obtain at least 2 additional vendor bids to complete the work. Once all bids have been received and reviewed by the BOD, Matt will present the court conversion proposal to BJHS. Details to follow.
There being no other new business, the meeting was duly adjourned at 10pm.
Adjournment & attendance: There being no other new business, the meeting was duly adjourned at 10pm. The following were in attendance: D. Sheppard, M. Morse, M. Rutledge, J. List, M. Langford, J. Tosta, G. Jubran, N. Phelps, L. Soby, K. Rebay, D. Stupin, D. George & M. Martinez.
