Board of Directors Meeting Minutes

March 24, 2002 at Barnes and Noble, 3:00 p.m.

Attendance: Kirk Malmer, Tammy Malmer, Dave Diveley, Jeff Johnson, Doug Wadley, Kelli Wadley, Marla Krutsinger, Ed Smith, Kerry O’Connell, Barb McGuiness, Dennis Baron and Jeff Gindy

Minutes: An addition was made to the minutes of the 3/17 meeting. Under the treasurer section an additional bill of approximately $10,000 to R&R was omitted. This was for costs associated with the building. It was added and our total debt was brought to about $23,000.

Committee Reports: Grounds—Kerry talked to Larry Bauer about covering the grounds position; he hasn’t heard back yet. Kirk will take care of this area for now as he has a connection to USSA. Kirk will have a group from USSA line the fields on 3/30; these fields will be in use throughout the summer. The Park District is not using our fields this spring so mowing cost will be divided among the USSA teams. $30 per team per mowing ($350 mowing charge)

Equipment— Al Messier from Salkeld’s contacted Kirk; he will get us some samples to look at for jerseys. Last year everything was purchased in town except for jerseys and trophies. Balls came from MC Sports.

Coaches—Still working on clinic ideas. One suggestion—divide coaches into their age group for the instructional part. Exploring the possibility of age-level coordinators to assist with communication and practice schedules, etc.

Registration—Sign up sheet for the board was passed around to be sure all registration times were covered.

-Kelli made a motion to take the postcards to Minute Man to be printed at a cost of $11.00/250 and to take the flyers to J&J printing at a cost of $35/1,000. Tammy seconded and the motion passed.

-Kirk will pick up a copy machine from the Farrell’s belonging to Dynamo. This will be used at registration to make copies of birth certificates. Copy machine will then go to the Wadley’s to be used for coaches coordinator and secretary business.

-Sample registration forms were passed around. A sub committee of Jeff Gindy and Kelli Wadley will work on designing a new form.

-A separate medical form will be designed and completed by parents at a later date. These will then be passed on to coaches.

-Discussion regarding changing the age requirement to 5 by August 1st was held. July 1st is the standard cut off used by most other soccer organizations and other local sports leagues. Kelli made a motion to change the age requirement to “5 by August 1st, instead of September 1st”, Kerry seconded. Motion passed.

Publicity—Letters will go out this week for public service announcements. Jeff G.will have prices for print ads at the next meeting.

Sponsors— Board members will continue search for a person to fill this position.

-Businesses will be divided up among the board members at the next meeting.

-The Wadley's will draft a letter to send to potential sponsors.

-Tammy updated the sponsor from and the invoice. She will copy the forms for registration.

-We already have 3 sponsors; 1 paid.

Fundraising—Dave will be meeting with Tim Liccoci on April 5th to discuss our fundraising packages and to iron out some of the collection problems from last year.

-Dave said after checking it will not be worth selling candy bars at registration.

-DNA Life Print was discussed. Jeff G. said Bourbonnais schools are also looking into it. Lt. Kuntz is checking its validity.

-Duke Edwards contacted Dave about selling coupons books for $30—we would get $15 and Duke would make an additional donation to Dynamo

-Board feels that at this time we should only concentrate on 1 fundraiser and not do multiple things.

Concessions—Barb would like to see split the pot continue.

-Tammy reported that we netted $11,000 from concessions last year.

- Barb will contact Jaenicke’s about perhaps selling Red Hots.

-We need to open a business account at Sam’s so we can use the tax-exempt number.

-Barb will contact the health department about certification

Team Parents—Nothing to report.

Referees—Nothing new to report.

Pictures—VIP prices are the same as last year. Jeff  J. checked with other companies and this is comparable. 8/17 was set as picture day. Shabbona will be the rain site.

Building—Keys/locks were discussed. Jeff will contact A-1 Raiche about changing necessary doors.

-Tim Anderson was unable to be reached about the outstanding bill. Ed talked with Bob Throop and will contact Tim this week regarding payment arrangements for the outstanding bill.

-Ed has also been in contact with R&R about the bill. He will be in contact again this week. R&R will sponsor a team this fall.

-We will wait until June/July to turn water back on.

-Kerry talked with Mark Sutton about the HS portion of the building. Jeff  J.will follow up on this.

-Lease is up in the next 12 months and we need to resign. Ed will contact Mike Hogan about resigning.

Officer Reports:

Treasurer-Approximate budget handed out to give an idea of where our income/expenses are. Some things such as insurance and IYSA are dependent on the number of kids enrolled.

-Our current balance is approximately $2,700.00.

-A bill has been sent to the Park District for $3,190.00 for mowing and refs for their last season.

-We will complete paperwork to be associated with the Park District again.

-No loan has been applied for. We will try to hold off. Perhaps we could pay Anderson and R&R half of the balance owed after registration.

Parent Rep-Nothing to report

Secretary-Kelli will make calendar pages for the Board; we will use corresponding dates from last year.

Vice President-Nothing to report

President-Nothing additional to report

New Business:

Dennis Baron will serve as Risk Management Coordinator as per IYSA policy. He will work with Joe Beard to run checks on board members/coaches. We have a few options: 1) can run a name/birth date check for about $12 or 2) a fingerprint check for about $14 with a 2-3 week turnaround time. Dennis will read over the IYSA policy and get specifics of who is checked—everyone or random? Board feels the way to go is the name check, not fingerprints. All Board members will go through name check.

Next meeting: Monday 4/8/02 at Barnes and Noble, 6:30 p.m.

Respectfully submitted,

Kelli Wadley, Secretary