Who Let The (Bull)Dogs Out?
Meeting Minutes April 8, 2009
BYF Meeting Minutes
April 8, 2009
Present: Darlene Sanborn, Don Rushing, Angel Parkin, Bill Delaney, Dan Kelly, Kevin Borrelli, Steve Carson, Kathy Nunn, Dick Bolander and Rick Parkin.
Meeting was called to order at 6:40pm
Minutes: A motion was made by Dan Kelly and 2nd by Don Rushing to approve the minutes dated March 18, 2009. Approved.
Financial Report: The current checking account balance is $1,969.29. Looking ahead at expenses: $750. will be due for the 5013c application fee. (handout given)
Equipment: Darlene Sanborn to get a copy of the draft of missing equipment letter that she and Angel Parkin worked on to Dan Kelly and Don Rushing for review.(done) Dan Kelly is to let Darlene Sanborn know if the letter is okay before sending them out. Angel Parkin is to obtain the individual cost of items and get to Darlene. Coaches and/or Dick Bolander are to get the missing equipment information to Darlene Sanborn so that she can follow up on the items for last season. Angel Parkin is to supply Darlene Sanborn with the new letterhead. Dan Kelly did the minor repairs needed on helmets and there are only four that need to be sent for repairs. We will hold on sending them out for repairs for this year, if possible. The football uniforms are back from the cleaners. It was the understanding of those in attendance that the Cheer uniforms have not been inventoried or sent to the cleaners at this time. Darlene Sanborn will contact Jayne Giambrone to check on the status of that.
09 Football Camp: Dan Kelly and Mike Ivanoski have been unable to connect(playing phone tag) Dan Kelly stated that they are looking at 5 consecutive Sunday's. No formal action on this yet. Dan Kelly will update at the next meeting after the Annual Mtg.
Green-Up Day: Is scheduled for May 2, 2009. Darlene Sanborn will ask that information be placed in school parent letters for Bradford, Newbury and Waits River. Darlene will ask Dirk Ussler to place information on the website. Coaches are to contact last years players to obtain participants for the event. Game Jersey may be used for the event but coaches are responsible for returning and cleaning them, if needed.
Coaches taken charge of sign up areas:
Bradford: Bill Delaney, Kevin Borrelli, and Rick Parkin
Newbury: Steve Carson (joining Bradford group)
Waits River: Don Rushing and Dick Bolander
Calendar of Events: Dick Bolander put together a calendar of events based on last years information to be included in the parent handbook. Make sure that it states that dates are subject to change. Board members are to review and contact Dick Bolander as soon as possible with any changes. Bill Delaney mentioned 8.10.09 being the first official day to start practices for 4-6 team and the Pass/Punt/Kick event was actually scheduled last year on Sept 14. This event happens between Sept-Nov.
Parent Handbook: All Board members need to review the handbook and give any feedback to Dick Bolander as soon as possible. Thank you Dick and Don...looks great so far!
Concession Stand: A motion was made by Dan Kelly and 2nd by Don Rushing to give permission to the Oxbow Booster Club to use the concession stand for spring sports for the 2009 season. Approved.
Dan Kelly moved the concession stand to the corner of Oxbow for the Booster Club to use for spring sports; baseball, softball and lacrosse. Richard Thornton, Oxbow Ad, was given a key to the stand and he is to notify BYF if anyone else is given one. Dan Kelly is to look into the insurance liability issue.
Registration Forms: Discussion in regards to having registration form available on our website to fill out and automatically have sent to a BYF representative or they can download the form and mail to us. There was also a lengthy discussion in regards to using a program called Pay Pal to give the option to pay with a credit card. There is a 2% fee to us if usage is over $100 and slightly higher % for usage under $100. (actual percentage was unknown at the time of this meeting) Dick Bolander will make the necessary changes to the registration form and forward to Darlene Sanborn to keep on record and also to get to Dirk Ussler to load on the website.
A motion was made by Dan Kelly and 2nd by Don Rushing to have the registration forms available on our website to fill out directly on web and/or can be downloaded to mail and having the option for participants to pay using a program called Pay Pal. Approved 4-1.
Registration Fees: A lengthy discussion about the affects of the economy and setting our registration fees. There was also discussion in regards to our calendar fund raiser. Each player will be encouraged to sell at least 5 calendars. There was also discussion on raising the price of the calendars to $20. each. No formal action taken.
A motion was made by Dan Kelly and 2nd by Rick Parkin to set our registration fee at $85. if paid in full prior to July 1, 2009 and $125. after July 1, 2009. Approved.
Walter Lee Fund: Deadline for application is May 1, 2009. There was discussion in regards to applying for a permanent and/or another portable scoreboard for the football field. At one point, Oxbow had stopped the discussion process for a permanent scoreboard due to they did not want to have a scoreboard that would be covered with advertising/sponsors. Rick Parkin reported to the board that Oxbow is okay with the request for a permanent scoreboard.
A motion was made by Dan Kelly and 2nd by Don Rushing that BYF is in support of submitting a request to the Walter Lee Fund for a permanent scoreboard for the football field at Oxbow. Approved.
Other Business:
Teams: K-3 (3rd graders being a swing group) 4-6, 7-8, and Cheer.
(There is still concern about JV team at Oxbow not having enough players. Possible 9th graders swing like last year.) Dan Kelly will contact Hank __________ about having a required roster at every game with players name, age and weight.
Annual Meeting: Details for the Annual Meeting were discussed. Darlene Sanborn obtained permission to use the Bradford Academy and they waived the fee due to being a non-profit organization. Darlene also has reserved a power point projector and screen for the event from the Bradford Elementary School. Dan Kelly will work on the power point presentation. The Annual Meeting agenda was reviewed. Darlene Sanborn will make the changes and send to the board for final review. Darlene Sanborn will submit the notice of the meeting to the Journal Opinion and Bridge Weekly. Darlene Sanborn will contact Dirk Ussler to have information put on the website.
Dan Kelly contacted all board members about who was considering stepping down.
Results:
Kathy Nunn - will be stepping down
Jayne Giambrone - willing to step down as director but wants to continue to coach cheer
Darlene Sanborn – will step down if needed; at meeting decided to remain on as secretary
Don Rushing – would like to step down from Director of Football but continue to coach
A motion was made by Dan Kelly and 2nd by Don Rushing to fill three board of director positions , for two year terms, to the nominees who receive the highest voting numbers at the Annual Meeting and the position selected will be under the Chairman of the Boards discretion. Approved.
Nominations so far: Don Rushing; Kevin Borrelli and Dick Bolander.
Snowbelt League Schedule: A handout was given to all in attendance of the Snowbelt League schedule.
Wait River Valley: Don Rushing and Dan Kelly will attend the Success Night at Waits River Valley School on May 14, 2009.
Meeting adjourned at 9:30pm
No future meeting was arranged. Will plan on something after the Annual Meeting.
Respectfully Submitted,
Darlene Sanborn
Board Secretary
April 8, 2009
Present: Darlene Sanborn, Don Rushing, Angel Parkin, Bill Delaney, Dan Kelly, Kevin Borrelli, Steve Carson, Kathy Nunn, Dick Bolander and Rick Parkin.
Meeting was called to order at 6:40pm
Minutes: A motion was made by Dan Kelly and 2nd by Don Rushing to approve the minutes dated March 18, 2009. Approved.
Financial Report: The current checking account balance is $1,969.29. Looking ahead at expenses: $750. will be due for the 5013c application fee. (handout given)
Equipment: Darlene Sanborn to get a copy of the draft of missing equipment letter that she and Angel Parkin worked on to Dan Kelly and Don Rushing for review.(done) Dan Kelly is to let Darlene Sanborn know if the letter is okay before sending them out. Angel Parkin is to obtain the individual cost of items and get to Darlene. Coaches and/or Dick Bolander are to get the missing equipment information to Darlene Sanborn so that she can follow up on the items for last season. Angel Parkin is to supply Darlene Sanborn with the new letterhead. Dan Kelly did the minor repairs needed on helmets and there are only four that need to be sent for repairs. We will hold on sending them out for repairs for this year, if possible. The football uniforms are back from the cleaners. It was the understanding of those in attendance that the Cheer uniforms have not been inventoried or sent to the cleaners at this time. Darlene Sanborn will contact Jayne Giambrone to check on the status of that.
09 Football Camp: Dan Kelly and Mike Ivanoski have been unable to connect(playing phone tag) Dan Kelly stated that they are looking at 5 consecutive Sunday's. No formal action on this yet. Dan Kelly will update at the next meeting after the Annual Mtg.
Green-Up Day: Is scheduled for May 2, 2009. Darlene Sanborn will ask that information be placed in school parent letters for Bradford, Newbury and Waits River. Darlene will ask Dirk Ussler to place information on the website. Coaches are to contact last years players to obtain participants for the event. Game Jersey may be used for the event but coaches are responsible for returning and cleaning them, if needed.
Coaches taken charge of sign up areas:
Bradford: Bill Delaney, Kevin Borrelli, and Rick Parkin
Newbury: Steve Carson (joining Bradford group)
Waits River: Don Rushing and Dick Bolander
Calendar of Events: Dick Bolander put together a calendar of events based on last years information to be included in the parent handbook. Make sure that it states that dates are subject to change. Board members are to review and contact Dick Bolander as soon as possible with any changes. Bill Delaney mentioned 8.10.09 being the first official day to start practices for 4-6 team and the Pass/Punt/Kick event was actually scheduled last year on Sept 14. This event happens between Sept-Nov.
Parent Handbook: All Board members need to review the handbook and give any feedback to Dick Bolander as soon as possible. Thank you Dick and Don...looks great so far!
Concession Stand: A motion was made by Dan Kelly and 2nd by Don Rushing to give permission to the Oxbow Booster Club to use the concession stand for spring sports for the 2009 season. Approved.
Dan Kelly moved the concession stand to the corner of Oxbow for the Booster Club to use for spring sports; baseball, softball and lacrosse. Richard Thornton, Oxbow Ad, was given a key to the stand and he is to notify BYF if anyone else is given one. Dan Kelly is to look into the insurance liability issue.
Registration Forms: Discussion in regards to having registration form available on our website to fill out and automatically have sent to a BYF representative or they can download the form and mail to us. There was also a lengthy discussion in regards to using a program called Pay Pal to give the option to pay with a credit card. There is a 2% fee to us if usage is over $100 and slightly higher % for usage under $100. (actual percentage was unknown at the time of this meeting) Dick Bolander will make the necessary changes to the registration form and forward to Darlene Sanborn to keep on record and also to get to Dirk Ussler to load on the website.
A motion was made by Dan Kelly and 2nd by Don Rushing to have the registration forms available on our website to fill out directly on web and/or can be downloaded to mail and having the option for participants to pay using a program called Pay Pal. Approved 4-1.
Registration Fees: A lengthy discussion about the affects of the economy and setting our registration fees. There was also discussion in regards to our calendar fund raiser. Each player will be encouraged to sell at least 5 calendars. There was also discussion on raising the price of the calendars to $20. each. No formal action taken.
A motion was made by Dan Kelly and 2nd by Rick Parkin to set our registration fee at $85. if paid in full prior to July 1, 2009 and $125. after July 1, 2009. Approved.
Walter Lee Fund: Deadline for application is May 1, 2009. There was discussion in regards to applying for a permanent and/or another portable scoreboard for the football field. At one point, Oxbow had stopped the discussion process for a permanent scoreboard due to they did not want to have a scoreboard that would be covered with advertising/sponsors. Rick Parkin reported to the board that Oxbow is okay with the request for a permanent scoreboard.
A motion was made by Dan Kelly and 2nd by Don Rushing that BYF is in support of submitting a request to the Walter Lee Fund for a permanent scoreboard for the football field at Oxbow. Approved.
Other Business:
Teams: K-3 (3rd graders being a swing group) 4-6, 7-8, and Cheer.
(There is still concern about JV team at Oxbow not having enough players. Possible 9th graders swing like last year.) Dan Kelly will contact Hank __________ about having a required roster at every game with players name, age and weight.
Annual Meeting: Details for the Annual Meeting were discussed. Darlene Sanborn obtained permission to use the Bradford Academy and they waived the fee due to being a non-profit organization. Darlene also has reserved a power point projector and screen for the event from the Bradford Elementary School. Dan Kelly will work on the power point presentation. The Annual Meeting agenda was reviewed. Darlene Sanborn will make the changes and send to the board for final review. Darlene Sanborn will submit the notice of the meeting to the Journal Opinion and Bridge Weekly. Darlene Sanborn will contact Dirk Ussler to have information put on the website.
Dan Kelly contacted all board members about who was considering stepping down.
Results:
Kathy Nunn - will be stepping down
Jayne Giambrone - willing to step down as director but wants to continue to coach cheer
Darlene Sanborn – will step down if needed; at meeting decided to remain on as secretary
Don Rushing – would like to step down from Director of Football but continue to coach
A motion was made by Dan Kelly and 2nd by Don Rushing to fill three board of director positions , for two year terms, to the nominees who receive the highest voting numbers at the Annual Meeting and the position selected will be under the Chairman of the Boards discretion. Approved.
Nominations so far: Don Rushing; Kevin Borrelli and Dick Bolander.
Snowbelt League Schedule: A handout was given to all in attendance of the Snowbelt League schedule.
Wait River Valley: Don Rushing and Dan Kelly will attend the Success Night at Waits River Valley School on May 14, 2009.
Meeting adjourned at 9:30pm
No future meeting was arranged. Will plan on something after the Annual Meeting.
Respectfully Submitted,
Darlene Sanborn
Board Secretary
Last updated by Dirk Ussler Apr 13.
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