September 24, 2009

Meeting Minutes

Motion to open meeting 8:30 PM Bach, second Klein

Secretary – Meeting minutes read from August 24th meeting.  Motion to accept Cummins second Fishbach

Treasurer – Total account value $24,043.93.  This includes soccer fees, mowing, maintenance, and diesel fuel has increased due to a lot of field work.  The port o let maintenance has been started and dumpsters have been emptied and they will be emptied when needed.  Need to purchase sockets before end of soccer.  Loan is $21,826 and with estimated income from volleyball -$900, Haunted Woods - $10,000, Concession – $3500, Basketball - $5000 and Cheerleading - $700 we would have an ending balance of $19,192.43 after loan is paid off.  Motion to accept Foster second Klein.

Vice President – Nothing to report

Old Business

Electric permit $108, ground work is complete for new electric about two weeks out on inspection.

Cheerleading – 35 total girls signed up

 Concession – Nothing to report

Softball – Nothing to report

Baseball - $400-$600 for wind screen, they come in lots of colors.

Basketball – Sign-ups Oct 3^rd at fields 12-4.  Rosters need to be in by October 18^th.  Jr Basketball will begin November 8^th and run for 6 to 7 weeks.  Volunteers are needed for the camp.  Mandatory coaches meeting Nov 1^st, the same group of guys will be coming that we had last year.  We budgeted $250 last year we don’t need that much this year, $200.  Found a new facility for those that want to play outside the league.  Nothing but Net in Eastgate.  Extra cost of $30 to play outside league.  The $200 is already in the budget does not need a vote.

Volleyball – Notes emailed in during meeting from Shari to Dan Mckibbean -  27 players in grades 3-6 (had a goal of 25-30).  The high school players are helping with sessions to build program unity.  Fees brought in $910.  Expenditures are – net $250, balls $200, t-shirts $210, medals $110 for a profit of approximately $140.

Football – 33 boys (up from 28 last year) Monday nights we practice with the high school staff and kids.  Seniors have volunteered to help and this is working well.  We have a half time game scheduled for September 25 and a Saturday night game scheduled for October 3^rd at 7:00.

Haunted Woods is going great thanks for all of the sign-ups.  Need clean up volunteers for Saturday  morning.  Thursday concession if covered need more grill people and guides for Friday and Saturday nights.  Troy Bach need help with parking.  We are getting yard signs and we want to place some large signs at 32 and De la Palma, Batavia, and CNE.  Need about 3 more skits.

New Business

New gravel – need to drag the parking lot and add more gravel in the spring.

 Soccer – Lot of districts called off Sunday due to rain now we have a ton of games to make up.  Games that were cancelled are now scheduled online.  Thanks to whomever emptied the garbage cans.  Concession – we need to figure out how to get more fields up front so the main concession is used more.  One person in front is ok.  Can we precook hot dogs and wrap and move to the back to sell.  U10/U11 fields need to be made smaller to accommodate the U9 tournaments.  We have 16 U9 teams so we will need two fields.  Tournament finals are November 8^th.  In July at the coaches meeting coaches voted for the banquet, I have 15 confirmed coaches and 3 unsure, will WJAA help with the banquet?

Karen Royer read a letter addressing the organization.

The banquet was not voted on in the minutes it was voted on in the budget. 

The adult appreciation night was not for us it was for the past presidents and members from the start of the organization to show them what we had done with their organization.  It is not about one replacing the other they are two separate events.  We need guidelines for funding events.

Vote – Will WJAA hold Banquets?

            Choices –3 for the seasons

                            1 for all (tough timing)

                             Player appreciation for those leaving WJAA

Ask Kids to choose Party vs Banquet

No other sport wants to step up and have their own banquet.  Can we fund the banquet with the $800 still budgeted for soccer?

All of the negative comments are damaging to the organization.  An organization that is all separate is not a strong organization. 

VOTE –

Should we have WJAA sponsored Banquets – 13 For  4 Against

$1 per head and WJAA pays $1000

$2 per head and WJAA pays $500

Dessert only WJAA pays $250

3 banquets a year –  12 for

1 Banquet for all   -  0 for

Player Appreciation   - 3 for

 Board members vote on the money

 $3.00 per head with 500 people = $1500

$5.00 per person of registration goes to Banquet, would be approximate cost of $4000 for baseball/softball and soccer.

VOTE

$5.00 per player budget for banquet

Basketball- Y, Concession – N, Cheerleading – Y, Soccer – Y, Football – Y, Softball – Y, Baseball – Y, Secretary – N, Treasurer – Y, President – N, Vice President – N (7 yes – 3 no)

Elections are next year the board members are on a two year term.

Motion to close meeting Bach, second T. Lefker.