AGENDA PVYA Boys Lacrosse
AGENDA PVYA Boys Lacrosse 6:00 PM
July 20, 2016
Board Members:
Sharon DeMeglio (President) Tara Shaffer (Vice President) Kate Spitzer (Treasurer) Michelle Power (Secretary) Vinnie Arezzi (Lacrosse Coordinator)
Time
Item
Owner
6:00-6:05
Welcome/President’s Report
Sharon
6:05-6:10
Vice President’s Report
Tara
6:10-6:15
Secretary’s Report/Approval of previous meeting minutes
Michelle
6:15-6:20
Treasurer’s Report
Kate
6:20-6:30
Lacrosse Coordinator Report
Vinnie
6:30-6:35
Coaches Update
All Coaches
6:35-6:40
Committee Updates
6:40-6:45
Old Business
6:45-6:55
Michelle/Dawn Tara Kate ALL
Board Nominations being accepted in July for the following positions: President and Secretary Voting: Members must be in good standing to vote
New Business
6:55
Fundraising Concessions Yearbook
Board Member Nominees, if any Eligible Voting Members League 0eeting Report End of year season survey
Adjournment
Michelle Michelle Tara Tara Sharon
PVYA Boys Lacrosse JUNE, 2016 - Meeting Minutes Sharon DeMeglio called the meeting to order on June 20, 2016 at 4:30 pm
ATTENDEES: Sharon DeMeglio Tara Shaffer Vinnie Arezzi Michelle Power Tammy Pellerin Dawn Hallenbeck
John Smith Angela Blair Chris Shaffer Frank Lucarello Jr. Kristen Rakoski
BOARD REPORTS: President’s Report: Welcome all, Thank you for coming Overall we had a successful season. We will be putting together an end of year survey after the end of year party to get responses from our members on how they felt the season when. We have already had some good feedback from parents on our league and others. Vice President’s Report:
Nothing to report
Secretary’s Report: Brought a motion to approve last month’s meeting minutes: Approved Spoke with Todd Hahn. He said he would be able to help coach the U13’s next year with Bill and Chris. String bags with wall ball information are completed for end of year party. Treasurer’s Report: Kate not present - Tara Starting Balance $6296.00
Deposits
Expenses
Final Balance $7,630.94
Deposits for end of year party and our expenses for the end of year party are not included in this report.
Kate will complete the end of year report. The end of our fiscal year is August so she will have it then. The report will include a breakdown of our budget, what we actually spent and our final balance. Under profit and loss on report it states “Yearbook Other”. This will be changed to “Yearbook Printing Cost". Basically we were not looking to make a profit on the yearbook. We wanted to provide this as an added bonus for our kids at no cost.
Michelle: Still has the last of the fan gear money for deposit.
Lacrosse Coordinator’s report: VINNIE:
Overall the season went well. I would like to know as soon as possible which coaches will or will not be coming back next year to coach. Next season we need to find a permanent person to fill the position of League Representative. We need to find out if the league is going to move forward with the age change. US lacrosse made general guidelines on how they want the ages split up per team. (U8, U10, U12, U14) We will also need to discuss if we will be moving teams up to the A division.
COMMENTS: Sharon: Next season we will need to get new uniforms. John: How many buy backs did we have (people who decided to buy the equipment)? Tara: Four people. Tara: We still have people who have not returned their equipment. Everyone was told they must come to this meeting if they have not returned their equipment or their equipment deposit will be cashed. John Smith: We should plan on having two coaches for the U9 team next season because we will have a lot of experienced players returning who will need more advanced practice training than the new players. Sharon: All of our All Star Teams won their games.
Coaches Update: Coach John: Overall everyone was happy about the season. We were disappointed the tournament for U9 team was cancelled due to rain. John spoke with the person running the tournament and he said they did not have enough referees for the day to be able to get them to play.
Coach Chris: Great season
Committee Reports: Fundraising: Nothing to report Concessions: Tara I had estimated $2,000 profit for concessions and we profited $1,300. Weather had played a factor in our concession sales. We basically wanted concessions to cover our referee fees. Referee fees were about $ 1,700 Yearbook: Kate- Not Present Sharon : The yearbook paid for itself. Kate and committee did an amazing job. It was a big undertaking and we will need to start working on this earlier next season.
Old Business: End of Year Party – is this Friday at 5:30
Summer Clinics: - We will not have enough time to put together a summer clinic. o Tara: Vinnie said he would try and put together a clinic for our Grizzlie boys with the high school players. This would be a fundraiser for the High School. o Sharon: We will try and put a clinic together in the fall also.
Work bond: We only had 5 people who did not fulfill their work bond responsibilities and their checks have/will be cashed. We did add additional “shifts and donations” at the end of season for people who had trouble fulfilling their requirements. Next season we will not be doing this.
New Business: Board nominations for President and Secretary will be taken next month. There are a couple of requirements to be nominated for a board positions: Anyone can nominate someone. You must be in good standing You have to have attended 50% (5 meetings) of the board meetings You must reside in the Pleasant Valley School district. To be able to vote: You must have attended 50% of the meetings We will take nominations, then make sure the person is interested and August we will vote. Kristen: I am now the President for the girls lacrosse program and I would like to have open communication with the boys program and work together.
MEETING ADJOURNED BY PRESIDENT Second by Tara, at 5:14 pm.
7:44 PM
PVYA Boys Lacrosse
07/19/16
Balance Sheet As of July 20, 2016
Accrual Basis
Jul 20, 16 ASSETS Current Assets Checking/Savings First Northern Bank and Trust Total Checking/Savings Total Current Assets
7,372.30 7,372.30 7,372.30
TOTAL ASSETS
7,372.30
LIABILITIES & EQUITY Equity Opening Bal Equity Net Income
220.39 7,151.91
Total Equity TOTAL LIABILITIES & EQUITY
7,372.30 7,372.30
Page 1
7:43 PM
PVYA Boys Lacrosse
07/19/16
Profit & Loss
Accrual Basis
August 1, 2015 through July 20, 2016 Aug 1, '15 - Jul 20, 16 Income Concessions Basketball Lacrosse Total Concessions Donations Cash Donations Donations - Other
200.17 1,135.01 1,335.18 5.00 740.00
Total Donations Fundraising 50/50 Family Fun Day Basket Raffle Family Fun Day Car Decals Coin Drop Fan Gear Helmet Decals Radar Gun Family Fun Day Raffle Tickets Shoprite Breakfast Total Fundraising PayAnywhere Credit Card Fees PayAnywhere - Other
745.00 62.00 0.00 192.00 841.00 558.53 158.54 0.00 3,487.06 221.00 5,520.13 -3.30 0.00
Total PayAnywhere Registration Income 2015 Spring Registration 2016 Winter Workouts 2016 Total Registration Income Yearbook Ads Printing Costs Shout Outs
-3.30 585.00 7,850.00 2,160.00 10,595.00 385.00 -475.00 235.00
Total Yearbook Total Income Expense Advertising School Flyers Signage Website
145.00 18,337.01
58.77 175.24 43.78
Total Advertising Charitable Donations PTO
277.79 41.98
Total Charitable Donations
41.98
Credit Card Processing Fee End of Year Party Player Gifts-Bags End of Year Party - Other
297.36 500.75 407.61
Total End of Year Party Equipment Family Fun Day Field Supplies League Fees Tournament Fees League Fees - Other Total League Fees
908.36 5,783.61 241.23 552.88 500.00 125.00 625.00 Page 1
7:43 PM
PVYA Boys Lacrosse
07/19/16
Profit & Loss
Accrual Basis
August 1, 2015 through July 20, 2016 Aug 1, '15 - Jul 20, 16 Miscellaneous Referee Fees Assignor Games Total Referee Fees U.S. Lacrosse Subscription Total Expense Net Income
211.50 195.00 1,780.00 1,975.00 50.00 10,964.71 7,372.30
Page 2
July 20, 2016
Board Members:
Sharon DeMeglio (President) Tara Shaffer (Vice President) Kate Spitzer (Treasurer) Michelle Power (Secretary) Vinnie Arezzi (Lacrosse Coordinator)
Time
Item
Owner
6:00-6:05
Welcome/President’s Report
Sharon
6:05-6:10
Vice President’s Report
Tara
6:10-6:15
Secretary’s Report/Approval of previous meeting minutes
Michelle
6:15-6:20
Treasurer’s Report
Kate
6:20-6:30
Lacrosse Coordinator Report
Vinnie
6:30-6:35
Coaches Update
All Coaches
6:35-6:40
Committee Updates
6:40-6:45
Old Business
6:45-6:55
Michelle/Dawn Tara Kate ALL
Board Nominations being accepted in July for the following positions: President and Secretary Voting: Members must be in good standing to vote
New Business
6:55
Fundraising Concessions Yearbook
Board Member Nominees, if any Eligible Voting Members League 0eeting Report End of year season survey
Adjournment
Michelle Michelle Tara Tara Sharon
PVYA Boys Lacrosse JUNE, 2016 - Meeting Minutes Sharon DeMeglio called the meeting to order on June 20, 2016 at 4:30 pm
ATTENDEES: Sharon DeMeglio Tara Shaffer Vinnie Arezzi Michelle Power Tammy Pellerin Dawn Hallenbeck
John Smith Angela Blair Chris Shaffer Frank Lucarello Jr. Kristen Rakoski
BOARD REPORTS: President’s Report: Welcome all, Thank you for coming Overall we had a successful season. We will be putting together an end of year survey after the end of year party to get responses from our members on how they felt the season when. We have already had some good feedback from parents on our league and others. Vice President’s Report:
Nothing to report
Secretary’s Report: Brought a motion to approve last month’s meeting minutes: Approved Spoke with Todd Hahn. He said he would be able to help coach the U13’s next year with Bill and Chris. String bags with wall ball information are completed for end of year party. Treasurer’s Report: Kate not present - Tara Starting Balance $6296.00
Deposits
Expenses
Final Balance $7,630.94
Deposits for end of year party and our expenses for the end of year party are not included in this report.
Kate will complete the end of year report. The end of our fiscal year is August so she will have it then. The report will include a breakdown of our budget, what we actually spent and our final balance. Under profit and loss on report it states “Yearbook Other”. This will be changed to “Yearbook Printing Cost". Basically we were not looking to make a profit on the yearbook. We wanted to provide this as an added bonus for our kids at no cost.
Michelle: Still has the last of the fan gear money for deposit.
Lacrosse Coordinator’s report: VINNIE:
Overall the season went well. I would like to know as soon as possible which coaches will or will not be coming back next year to coach. Next season we need to find a permanent person to fill the position of League Representative. We need to find out if the league is going to move forward with the age change. US lacrosse made general guidelines on how they want the ages split up per team. (U8, U10, U12, U14) We will also need to discuss if we will be moving teams up to the A division.
COMMENTS: Sharon: Next season we will need to get new uniforms. John: How many buy backs did we have (people who decided to buy the equipment)? Tara: Four people. Tara: We still have people who have not returned their equipment. Everyone was told they must come to this meeting if they have not returned their equipment or their equipment deposit will be cashed. John Smith: We should plan on having two coaches for the U9 team next season because we will have a lot of experienced players returning who will need more advanced practice training than the new players. Sharon: All of our All Star Teams won their games.
Coaches Update: Coach John: Overall everyone was happy about the season. We were disappointed the tournament for U9 team was cancelled due to rain. John spoke with the person running the tournament and he said they did not have enough referees for the day to be able to get them to play.
Coach Chris: Great season
Committee Reports: Fundraising: Nothing to report Concessions: Tara I had estimated $2,000 profit for concessions and we profited $1,300. Weather had played a factor in our concession sales. We basically wanted concessions to cover our referee fees. Referee fees were about $ 1,700 Yearbook: Kate- Not Present Sharon : The yearbook paid for itself. Kate and committee did an amazing job. It was a big undertaking and we will need to start working on this earlier next season.
Old Business: End of Year Party – is this Friday at 5:30
Summer Clinics: - We will not have enough time to put together a summer clinic. o Tara: Vinnie said he would try and put together a clinic for our Grizzlie boys with the high school players. This would be a fundraiser for the High School. o Sharon: We will try and put a clinic together in the fall also.
Work bond: We only had 5 people who did not fulfill their work bond responsibilities and their checks have/will be cashed. We did add additional “shifts and donations” at the end of season for people who had trouble fulfilling their requirements. Next season we will not be doing this.
New Business: Board nominations for President and Secretary will be taken next month. There are a couple of requirements to be nominated for a board positions: Anyone can nominate someone. You must be in good standing You have to have attended 50% (5 meetings) of the board meetings You must reside in the Pleasant Valley School district. To be able to vote: You must have attended 50% of the meetings We will take nominations, then make sure the person is interested and August we will vote. Kristen: I am now the President for the girls lacrosse program and I would like to have open communication with the boys program and work together.
MEETING ADJOURNED BY PRESIDENT Second by Tara, at 5:14 pm.
7:44 PM
PVYA Boys Lacrosse
07/19/16
Balance Sheet As of July 20, 2016
Accrual Basis
Jul 20, 16 ASSETS Current Assets Checking/Savings First Northern Bank and Trust Total Checking/Savings Total Current Assets
7,372.30 7,372.30 7,372.30
TOTAL ASSETS
7,372.30
LIABILITIES & EQUITY Equity Opening Bal Equity Net Income
220.39 7,151.91
Total Equity TOTAL LIABILITIES & EQUITY
7,372.30 7,372.30
Page 1
7:43 PM
PVYA Boys Lacrosse
07/19/16
Profit & Loss
Accrual Basis
August 1, 2015 through July 20, 2016 Aug 1, '15 - Jul 20, 16 Income Concessions Basketball Lacrosse Total Concessions Donations Cash Donations Donations - Other
200.17 1,135.01 1,335.18 5.00 740.00
Total Donations Fundraising 50/50 Family Fun Day Basket Raffle Family Fun Day Car Decals Coin Drop Fan Gear Helmet Decals Radar Gun Family Fun Day Raffle Tickets Shoprite Breakfast Total Fundraising PayAnywhere Credit Card Fees PayAnywhere - Other
745.00 62.00 0.00 192.00 841.00 558.53 158.54 0.00 3,487.06 221.00 5,520.13 -3.30 0.00
Total PayAnywhere Registration Income 2015 Spring Registration 2016 Winter Workouts 2016 Total Registration Income Yearbook Ads Printing Costs Shout Outs
-3.30 585.00 7,850.00 2,160.00 10,595.00 385.00 -475.00 235.00
Total Yearbook Total Income Expense Advertising School Flyers Signage Website
145.00 18,337.01
58.77 175.24 43.78
Total Advertising Charitable Donations PTO
277.79 41.98
Total Charitable Donations
41.98
Credit Card Processing Fee End of Year Party Player Gifts-Bags End of Year Party - Other
297.36 500.75 407.61
Total End of Year Party Equipment Family Fun Day Field Supplies League Fees Tournament Fees League Fees - Other Total League Fees
908.36 5,783.61 241.23 552.88 500.00 125.00 625.00 Page 1
7:43 PM
PVYA Boys Lacrosse
07/19/16
Profit & Loss
Accrual Basis
August 1, 2015 through July 20, 2016 Aug 1, '15 - Jul 20, 16 Miscellaneous Referee Fees Assignor Games Total Referee Fees U.S. Lacrosse Subscription Total Expense Net Income
211.50 195.00 1,780.00 1,975.00 50.00 10,964.71 7,372.30
Page 2
