Board of Directors Meeting Minutes

April 8, 2002 at Barnes and Noble, 6:30 p.m.

Attendance: Kirk Malmer, Dave Diveley, Jeff Johnson, Kelli Wadley, Ed Smith, Brian Rogers, and Jeff Gindy

Minutes: Stood approved as presented.

Committee Reports:

Grounds—Kirk presented an offer from Ron Larkins, parent of a USSA athlete, for mowing. Ron’s price is $325 compared to Payne’s $350. Discussion followed as to pros/cons of staying with Payne. Jeff Gindy made a motion that if Larkins can offer $300 a mowing that we accept, and remain with Payne for seeing and fertilizers. If Larkins can’t go to $300 then we remain with Payne for all services. Dave Diveley seconded. Motion passed.

Equipment— Scott Stephenson from Advertising Concepts presented nine possibilities for trophies ranging in price from $2.45-$4.99. last year we spent $3.00. Board considered the offer and chose a $2.99 version with a dual statue as a tentative choice. Kirk is also waiting for other bids. If we decide in 2-3 weeks we can get free freight.

Kirk also had some equipment/trophies from Salkeld’s. They only offered one trophy style and it was a dollar more than the same trophy through Advertising Concepts. They also sent a sample of the one jersey style they could get. They can only get 14 colors and for $10.90 we can get it with lettering and logo. The style we have chosen from Action Sports is $11.45 but is available in 18 colors; which will cover all of our teams in a division. Board also discussed the perks we receive from AS—discounted equipment, keeper jerseys, coaches/board shirts, and a kick back on the sales during registration. It was decided that with only a few weeks remaining to registration we couldn’t switch at this time. We will ask Al Messier to search for different jersey styles in more colors for nest year.

Coaches—Nothing to report

Registration— Postcards are ready to go—750 of them will be sent out on the 9th. An email vote was taken on April1 to have additional postcards printed. The 350 didn’t account for our increased enrollment last year and there was more data on the disk than we expected. School flyers will be distributed next week. All registration forms are printed on the new form.

Publicity—Print ads are ready to go. The Journal will run ads on 4/14, 4/21, 4/28, 5/1,and 6/9. Cost will be $1,794 for 3 ads with a 3% discount for prompt pay. The Herald will run the ad on /17, 4/24, 5/1, and 6/12. The cost will be $386 for a 3x6 (2 runs) and $322.00 for a 3x5 (2 runs). Jeff Gindy made a motion to run the ads as presented. Jeff Johnson seconded. Motion passed.

Sponsors— Doug Wadley drafted a letter to send to potential sponsors. Letter is set to go. Brian Rogers stepped up to be sponsor chairperson. Wadley’s will turn all materials over to him and he will take it over from here on out!

Fundraising—Dave has everything set with Imperial. Dynamo receives 50% profit on cheese/sausage and 55% on gift wrap. Imperial is now associated with American Greetings paper. Imperial will handle all printing and order forms, etc. have been fine tuned to eliminate problems from last year. Dates are as follows:

August 14th parent meeting, 7:00, Shabbona

August 17th sale begins

September 7th sale ends, orders due

September 28th Delivery at Shabbona

October 5th All $$ due

Concessions—Ed will check to see if Barb found a sanitation class to attend.

Team Parents—Nothing to report.

Referees—Kerry sent copy of the Illinois First grant. Look it over, send suggestions to Kerry.

Pictures—VIP sent a service agreement that Jeff will return to them signed. All coaches (up to 3 per team) will receive a free 8x10 with their child. We will still receive sponsor and coaches plaques. Photo delivery will be by 9/14 and plaque delivery by 9/28.

Building—Jeff contacted A-1 Raiche about changing necessary doors. The cost will be $75 to rekey all necessary locks. Limited access to concession stand area (10 keys) and then access for all board members to the remaining areas (20 keys). Jeff made a motion to spend the $75 to have the locks rekeyed. Kirk seconded. Motion passed.

-Jeff is also getting a cleaning estimate for the bathrooms from Service Master.

-Ed talked with Tim Anderson and Ron Kinzinger about the outstanding bills. They are not in a position to wait until fall; they were appreciative that we contacted them first. We will pay a large portion with the registration receipts and then take a loan to pay off the rest. Ed will contact Vera Amiano at Bank of Bourbonnais about a loan. Ed and Tammy will look over current status and determine what cash on hand we will need to get the season going in order to determine the size of the loan we should request.

-Lease expires October 31, 2003. Mike Hogan at BBCHS does not feel there is any problem or hurry in resigning.
Officer Reports:

Treasurer-Nothing to report.

Parent Rep-Nothing to report

Secretary-New calendar pages were distributed. Dates correspond to previous years. Draft of the registration newsletter was presented and corrections/additions made.

Vice President-Nothing to report

President-Nothing additional to report

Meeting adjourned at 9:00 pm.

Next meeting: Monday 4/22/02 at Barnes and Noble, 6:30 p.m.

Respectfully submitted,

Kelli Wadley, Secretary