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FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM February 24th, 2016 The formal meeting of the Fallbrook Pop Warner Board of Directors was called to order at 6:17pm by President of the Board Erik Benitez held at Denny’s Restaurant. Members in Attendance:
Position
Members in Attendance:
Position
Erik Benitez Kerry Stavinoha Rolinda Mendez Luis Capistran Members not Present
President 1st VP/ Player Agent CFO Corporate Sponsor Position
Michael Jones Zoe Caro James Jones Jason McBroom Members not Present
Cheer Coordinator Cheer Player Agent Equipment Manager Secretary Position
Sharon Holt Allison Abbott Tara Arwood
Member-at-Large Assistant Cheer Coordinator Fundraising Coordinator
Alexa Muro Marcus Holt Vacant
Little Scholars Web/Social Media Coaches Agent
BOARD BUSINESS: President (Erik): -
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1
Review / Approve last minutes meeting. Minutes were approved by Rolinda and 2nd by Kerry from meeting 1-27-2016. Uniform Meeting January 28th @ 1900 Presentation. Erik attended a site visit in El Monte with the Presidents from Escondido and Vista Pop Warner Clubs. Premier Athletics provided a detailed account of how jerseys are made at their facility and the quality of the finished products. It may be decided that the “Unlimited” team will be the only team to have double sided jerseys and that all others will have one uniform. The process of the jerseys is called “sublimated.” Example Jersey. 1 For budget purposes a good faith deposit will be required to move forward of $1000.00, this will be applied towards the order. The order will be filled by end of April to have all completed and returned by June. A full sample pack of jerseys will be provided once the deposit is provided, Premier Atheltics can also provide “bling wear” to be sold as fundraisers. Pennant (Presentation) Example pennant was shown at the power point presentation. In lieu of trophies FPW would purchase custom pennants with FPW logo and have each personalized. Examples will soon follow and be available to see and touch at the future board meetings. Go a printer/scanner (need ink). Erik was able to acquire a printer at no charge. The printer new to FPW will required the purchase of ink on an ongoing basis. Zoe also stated she had a printer she could donate to the league too. Board Members o Updated on League one- League one charges a 3.5% posting fee for their services. o Photos o Backgrounds
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM February 24th, 2016
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o Shirts New Rules: National Pop Warner possibly changing the weight requirements again. Meeting still to be held in Florida More to come. MM/JMM League has made rule change regarding the requirements of punting. Rule change will be as follows: Coaches decision to punt the football or take an automatic ball to be placed at the 35 yard line. EB has to vote at presidents meeting if FPW chooses to say yes to this rule change. The room was vocal about how they felt. EB will vote yes offering this new rule to coaches if they choose. Rules committee also will be coming down on coaches if the run up the scores again this coming year. New points changes: 3 points for a win, 2 points for a tie and 0 points for a loss. If a coach runs the score up on the opponent that team will be deducted ½ point. If coach also protects a score with opponent having 0 score they will be deducted a full 1point.
Treasurer Update (Rolinda): -
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2016 Budget (Posted online) FPW BOD Treasurer and Secretary will continue to work closely on formatting a profits and loss statement to be posted at meetings and on web site. Review Financial Statements o Incoming At the meeting Kerry updated us that registration of 20 tackle football players. o Outgoing Prioritize Bills Riddell (May) Balance of $2248.00 is still due from last year. Erik has requested James Jones to discuss with Riddell rep about carrying small amount of past due further so we can still have helmets reconditioned this April and have returned by June. Photography (September) Balance of $749.00 still from last year. A payment of $300.00 will be made in March and balance to be paid in full prior to this years photos being taken. Powell (1) Refund from last year. Shall be paid in full this March $350.00. NCSI (2) Rolinda is working out the past due balance with our vendor used to before background checks. CFO has proof of full payments in checks written out, vendor claims there is a past due balance of $380.00. FUHSD (June) $2300.00 due for the fields and uses from last season. Uniforms (April ) $1000.00 deposit is required to Premier Athletics to move forward on the seasons orders. Missing? Received invoice for Fallbrook Chamber of Commerce organization fee. $75.00. Our payment for 2016 Avocado Festival has been processed $100.00. What money will cheer need to pay out to FPW FB? o League fees, insurance share of cost, Coaches Shirts, Background Checks
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM February 24th, 2016 -
Receipt Books Rolinda commented and gave a small example of how the new square application works on personal phones once the app is downloaded. Only those FPW BOD that are permitted to receive monies will be allowed to use the square. This is intentionally establish to control who receives monies for a better accounting scheme creating a smoother flow. It was also decided that all receipt books given out will have a 2nd person (FPW Secretary) sign off the FPW Treasurer confirming the amounts turned in and deposits. We exercised this at the meeting. Any monies that had been received was written out in the PL book and showing where monies came from. Rolinda presented the PL book to Jason for a 2nd set of eyes to approve the transactions. All new receipt books issued: Kerry and Erik- Top copy goes to customer, Yellow goes to CFO, Pink stays in Book.
Cheer Coordinator (Mike): -
Update on Competitive Coaches Michael reported that their season is shaping up well. Many returning coaches and new faces will strengthen Fallbrook Cheer this year. Coach’s camp for cheer is 8/5, 8/6, 8/7.
Coaches Agents (Erik): -
Update on King Ritchie (Jason) Mr. Ritchie at this time has not confirmed he is able to commit to Coaches Agent. Coaches Selection o Solicitation As of the meeting only one coach has shown interest in filling out paperwork. We still need coaches for the younger teams. Coaches outreach is still ongoing. o Discuss Requirements for returning Tenure Coaches. A Football Combine is allowed to be held by the coach prior to the requirements of pads or helmets as per the League Rules. Season League play shall play as follows: the first four football games in the season will be pre-season games to establish the balance of the 6 games so competitive league play can be created. All teams are guaranteed 10 games. 4 pre-season and 6 season. The 6 seasonal games will be the games that will rank the top team to advance to San Francisco Championships. Mid June / July Safety Meeting for coaches in Chargers camp.
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM February 24th, 2016 Equipment Manager (James): -
Gear inventory All equipment will be issued this year to players on July 16th, 2016. Equipment Manager James Jones will discuss and review with Riddell about our debt owed and set up a possible re-conditioning of our equipment in April so we can have all items returned prior to season starting. Bill to be settled by end of March. Erik and James will be at the shed taking physical inventory of all equipment on Sunday 3-6-2016 10-1:00 if anyone wishes to ask questions the are free to stop by.
Player Agent (Kerry) -
Books
Scholarship application was received at our meeting. During budget meeting it was approved that FPW BOD will provide scholarships for 15 tackle and 5 cheer players. The application that was received was voted YES to pay for half the registration costs for cheer. $175.00 Refunds: Many new questions have come up about our policy on refunds.
_________ (initial) The Refund Policy for Fallbrook Pop Warner is as follows. All requests for refunds must be made, in writing, before July 31, 2016. All refunds will have $100 deducted for administrative cost. No refunds will be issued after August 1, 2016. All refund requests must be submitted in writing and mailed to: Fallbrook Pop Warner, P.O. Box 1866, Fallbrook, CA 92088 or emailed to [email protected]. -
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Recruiting Status o Recruiting Events o Maybe at the shed or other locations? Schedule open houses
Secretary (Jason): -
Review By-Law Example for Approval (I will have a projector and PPT if you want to put it up in a presentation). Email to [email protected] I will have it there. I made a call to Dr. Pace’s office asking for their services again this season. The secretary has informed me that Dr. Pace is no longer in that tenant space and has moved upstairs to suite 205. Dr. Brandon Miller and his practice will be taking over that large space in suite 105. I have made a call into Dr. Miller’s office to request his continued support in offering free physicals as done so in years past. Review of the 2016 By-Laws will be done at March meeting in word format. It will be posted on projector and we will go paragraph by paragraph.
Assistant Volunteer Coordinator (Allison): Not present at meeting.
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM February 24th, 2016 Little Scholars (Alexa): Not present at last meeting.
Little Scholars 6-12-2016 at Escondido Pacific Northwest meeting
Corporate Sponsor Rep (Luis):
Received a denial letter from Good Sports stating our budget shows we had more revenue than outstandings. Luis is still actively pursuing additional corporate sponsorships.
Web master (Marcus): Fundraising (Tara): Not present at meeting.
Amazon Smiles is a fundraiser possibility. Tara/ Laura may want to look into this. With adding our name at end of purchase a percent of transaction will be forwarded to FPW in our account. Other leagues will able to raise over $7500.00 in revenue just in fundraising.
Next Meeting: To be held in the back room of Denny’s at 713 S. Main Street Fallbrook, Ca. 92028 on March 23rd, 2016 at 6:00 pm.
Minutes respectively submitted by:
Jason M. McBroom Secretary, Fallbrook Pop Warner League, Inc.
Position
Members in Attendance:
Position
Erik Benitez Kerry Stavinoha Rolinda Mendez Luis Capistran Members not Present
President 1st VP/ Player Agent CFO Corporate Sponsor Position
Michael Jones Zoe Caro James Jones Jason McBroom Members not Present
Cheer Coordinator Cheer Player Agent Equipment Manager Secretary Position
Sharon Holt Allison Abbott Tara Arwood
Member-at-Large Assistant Cheer Coordinator Fundraising Coordinator
Alexa Muro Marcus Holt Vacant
Little Scholars Web/Social Media Coaches Agent
BOARD BUSINESS: President (Erik): -
-
-
-
1
Review / Approve last minutes meeting. Minutes were approved by Rolinda and 2nd by Kerry from meeting 1-27-2016. Uniform Meeting January 28th @ 1900 Presentation. Erik attended a site visit in El Monte with the Presidents from Escondido and Vista Pop Warner Clubs. Premier Athletics provided a detailed account of how jerseys are made at their facility and the quality of the finished products. It may be decided that the “Unlimited” team will be the only team to have double sided jerseys and that all others will have one uniform. The process of the jerseys is called “sublimated.” Example Jersey. 1 For budget purposes a good faith deposit will be required to move forward of $1000.00, this will be applied towards the order. The order will be filled by end of April to have all completed and returned by June. A full sample pack of jerseys will be provided once the deposit is provided, Premier Atheltics can also provide “bling wear” to be sold as fundraisers. Pennant (Presentation) Example pennant was shown at the power point presentation. In lieu of trophies FPW would purchase custom pennants with FPW logo and have each personalized. Examples will soon follow and be available to see and touch at the future board meetings. Go a printer/scanner (need ink). Erik was able to acquire a printer at no charge. The printer new to FPW will required the purchase of ink on an ongoing basis. Zoe also stated she had a printer she could donate to the league too. Board Members o Updated on League one- League one charges a 3.5% posting fee for their services. o Photos o Backgrounds
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM February 24th, 2016
-
o Shirts New Rules: National Pop Warner possibly changing the weight requirements again. Meeting still to be held in Florida More to come. MM/JMM League has made rule change regarding the requirements of punting. Rule change will be as follows: Coaches decision to punt the football or take an automatic ball to be placed at the 35 yard line. EB has to vote at presidents meeting if FPW chooses to say yes to this rule change. The room was vocal about how they felt. EB will vote yes offering this new rule to coaches if they choose. Rules committee also will be coming down on coaches if the run up the scores again this coming year. New points changes: 3 points for a win, 2 points for a tie and 0 points for a loss. If a coach runs the score up on the opponent that team will be deducted ½ point. If coach also protects a score with opponent having 0 score they will be deducted a full 1point.
Treasurer Update (Rolinda): -
-
-
2016 Budget (Posted online) FPW BOD Treasurer and Secretary will continue to work closely on formatting a profits and loss statement to be posted at meetings and on web site. Review Financial Statements o Incoming At the meeting Kerry updated us that registration of 20 tackle football players. o Outgoing Prioritize Bills Riddell (May) Balance of $2248.00 is still due from last year. Erik has requested James Jones to discuss with Riddell rep about carrying small amount of past due further so we can still have helmets reconditioned this April and have returned by June. Photography (September) Balance of $749.00 still from last year. A payment of $300.00 will be made in March and balance to be paid in full prior to this years photos being taken. Powell (1) Refund from last year. Shall be paid in full this March $350.00. NCSI (2) Rolinda is working out the past due balance with our vendor used to before background checks. CFO has proof of full payments in checks written out, vendor claims there is a past due balance of $380.00. FUHSD (June) $2300.00 due for the fields and uses from last season. Uniforms (April ) $1000.00 deposit is required to Premier Athletics to move forward on the seasons orders. Missing? Received invoice for Fallbrook Chamber of Commerce organization fee. $75.00. Our payment for 2016 Avocado Festival has been processed $100.00. What money will cheer need to pay out to FPW FB? o League fees, insurance share of cost, Coaches Shirts, Background Checks
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM February 24th, 2016 -
Receipt Books Rolinda commented and gave a small example of how the new square application works on personal phones once the app is downloaded. Only those FPW BOD that are permitted to receive monies will be allowed to use the square. This is intentionally establish to control who receives monies for a better accounting scheme creating a smoother flow. It was also decided that all receipt books given out will have a 2nd person (FPW Secretary) sign off the FPW Treasurer confirming the amounts turned in and deposits. We exercised this at the meeting. Any monies that had been received was written out in the PL book and showing where monies came from. Rolinda presented the PL book to Jason for a 2nd set of eyes to approve the transactions. All new receipt books issued: Kerry and Erik- Top copy goes to customer, Yellow goes to CFO, Pink stays in Book.
Cheer Coordinator (Mike): -
Update on Competitive Coaches Michael reported that their season is shaping up well. Many returning coaches and new faces will strengthen Fallbrook Cheer this year. Coach’s camp for cheer is 8/5, 8/6, 8/7.
Coaches Agents (Erik): -
Update on King Ritchie (Jason) Mr. Ritchie at this time has not confirmed he is able to commit to Coaches Agent. Coaches Selection o Solicitation As of the meeting only one coach has shown interest in filling out paperwork. We still need coaches for the younger teams. Coaches outreach is still ongoing. o Discuss Requirements for returning Tenure Coaches. A Football Combine is allowed to be held by the coach prior to the requirements of pads or helmets as per the League Rules. Season League play shall play as follows: the first four football games in the season will be pre-season games to establish the balance of the 6 games so competitive league play can be created. All teams are guaranteed 10 games. 4 pre-season and 6 season. The 6 seasonal games will be the games that will rank the top team to advance to San Francisco Championships. Mid June / July Safety Meeting for coaches in Chargers camp.
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM February 24th, 2016 Equipment Manager (James): -
Gear inventory All equipment will be issued this year to players on July 16th, 2016. Equipment Manager James Jones will discuss and review with Riddell about our debt owed and set up a possible re-conditioning of our equipment in April so we can have all items returned prior to season starting. Bill to be settled by end of March. Erik and James will be at the shed taking physical inventory of all equipment on Sunday 3-6-2016 10-1:00 if anyone wishes to ask questions the are free to stop by.
Player Agent (Kerry) -
Books
Scholarship application was received at our meeting. During budget meeting it was approved that FPW BOD will provide scholarships for 15 tackle and 5 cheer players. The application that was received was voted YES to pay for half the registration costs for cheer. $175.00 Refunds: Many new questions have come up about our policy on refunds.
_________ (initial) The Refund Policy for Fallbrook Pop Warner is as follows. All requests for refunds must be made, in writing, before July 31, 2016. All refunds will have $100 deducted for administrative cost. No refunds will be issued after August 1, 2016. All refund requests must be submitted in writing and mailed to: Fallbrook Pop Warner, P.O. Box 1866, Fallbrook, CA 92088 or emailed to [email protected]. -
-
Recruiting Status o Recruiting Events o Maybe at the shed or other locations? Schedule open houses
Secretary (Jason): -
Review By-Law Example for Approval (I will have a projector and PPT if you want to put it up in a presentation). Email to [email protected] I will have it there. I made a call to Dr. Pace’s office asking for their services again this season. The secretary has informed me that Dr. Pace is no longer in that tenant space and has moved upstairs to suite 205. Dr. Brandon Miller and his practice will be taking over that large space in suite 105. I have made a call into Dr. Miller’s office to request his continued support in offering free physicals as done so in years past. Review of the 2016 By-Laws will be done at March meeting in word format. It will be posted on projector and we will go paragraph by paragraph.
Assistant Volunteer Coordinator (Allison): Not present at meeting.
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM February 24th, 2016 Little Scholars (Alexa): Not present at last meeting.
Little Scholars 6-12-2016 at Escondido Pacific Northwest meeting
Corporate Sponsor Rep (Luis):
Received a denial letter from Good Sports stating our budget shows we had more revenue than outstandings. Luis is still actively pursuing additional corporate sponsorships.
Web master (Marcus): Fundraising (Tara): Not present at meeting.
Amazon Smiles is a fundraiser possibility. Tara/ Laura may want to look into this. With adding our name at end of purchase a percent of transaction will be forwarded to FPW in our account. Other leagues will able to raise over $7500.00 in revenue just in fundraising.
Next Meeting: To be held in the back room of Denny’s at 713 S. Main Street Fallbrook, Ca. 92028 on March 23rd, 2016 at 6:00 pm.
Minutes respectively submitted by:
Jason M. McBroom Secretary, Fallbrook Pop Warner League, Inc.
