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FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM June 22nd , 2016 The formal meeting of the Fallbrook Pop Warner Board of Directors was called to order at 6:15pm by President of the Board Erik Benitez held at Fallbrook Library. Members in Attendance: Erik Benitez Kerry Stavinoha Jason McBroom Tara Arwood Michael Jones Members not Present Luis Capistran Allison Abbott
BOARD BUSINESS:
Position President 1st VP/ Player Agent Secretary Fundraising Coordinator Cheer Coordinator Position Corporate Sponsor Assistant Cheer Coordinator
Members in Attendance:
Alexa Muro James Jones Rolinda Mendez Zoe Caro Members not Present Vacant Marcus Holt Laura Cherevchenko
Position
Little Scholars Equipment Manager CFO Cheer Player Agent Position Coaches Agent Web/Social Media Member-at-Large
Minutes approved by: Kerry and seconded by James
President (Erik): -
Review / Approve last minutes meeting. Minutes were approved by Kerry and seconded by James. Board Members Status of our non-profit is currently delinquent. All fees have been paid and paperwork been submitted to the state. Pending reinstatement. Rolinda to notify board when checks have cleared bank. They have received the first payment and have not cashed check yet. Premier Athletics: First of the order has been submitted on June 13th via email. TF1 Business Cards: Cards have been ordered and have been shipped. Vista Print. Ultra Graphixs: Paid in full. 0 balance. We will need to order the coaches shirts next. Budgeted Line Item: PL7 Association Comparison: FPW has closed several teams and we are well ahead of other teams within Palomar. Erik reports that some teams enrollments are down and not even been assigning teams yet.
Treasurer Update (Rolinda): -
-
2016 Budget
Budget meeting to be held on May 31st at 9:00 am at Espresso Coffee shop. Meeting was held and Cheer was present Mike Jones, Rolinda Erik and Jason. We began to put numbers together for cheer operating budget in spreadsheet and still finishing their numbers. Review Financial Statements o Incoming At the meeting Kerry updated us that registration of tackle football players. 122 registered.
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM June 22nd , 2016 o
Outgoing
$598.00 $960.00 $950.00 $185.00 $875.00 $3568.00 -
Riddell, Balance due $ 598.00 (TF19) Ahrens Studios, 2016 payment $ 960.00 (PL11) FUHS, Field Use & Lights 2 home games and scrimmage $950.00 deposit (PL1) Crime Insurance Policy, New Policy Added $ 185.00 (OS9) Ultra Graphixs, Coaches Shirts $ 875.00 deposit (PL7) What money will cheer need to pay out to FPW FB? o League fees, insurance share of cost, Coaches Shirts, Background Checks. Michael said he will need monies for cheer by end of May for their operating costs. Numbers will be worked on at the special Budget Meeting May 31st, 2016 at Espresso Bar. 9:00 am. Meeting was held and FPW BOD will calculate the amount owed from cheer to pay back to football. o Rolinda was told not to renew FPW Costco membership as almost everyone on the board has a membership and we can go help with shopping.
Cheer Coordinator (Mike): -
Update on Competitive Budget Review Workshop was completed. Cheer Teams being logged in to League One and Cheer will do more focusing on recruiting. Update the Web Coordinator on events and pictures. Mike asked for some photos.
Coaches Agents (Erik): o o o o o o
o
o o
Player Safety Coach (PSC) will remain Erik Benitez unless the BOD directs for someone else to be appointed. Activating the COACHES CORNER on the FPW Website for coaches to have rules, training. Head Coaches will be doing the PSC Clinic on July 30th in Poway. Palomar Football has stated that we can have 2 controlled scrimmages. FPW will host again another Round Robin style scrimmage at Fallbrook High School date August 20th. Background checks are almost all completed. President has an official list of all coaches. Heads Up Football training will be at July 16th. All coaches are required to attend. This year Heads Up program has chosen Palomar Football as a league that will have the instructors from Heads Up come down and offer the training first hand. Emergency Action Plan- Erik has brought to the BOD that we need a better more thorough action plan in place. FPW BOD is now looking into an AED to be held on practice fields. Our Emergency Action plan will need to address AED and body cooling plan. FPW BOD will prepare actual drills of events and who is assigned to do what and how. Palomar Pop Warner said there would not be any football games over Labor Day weekend. Palomar has a new form to fill out and send in if ANY injury is noted at games or practice. Send to Denise.
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM June 22nd , 2016
Equipment Manager (James): -
Gear inventory James needs a check for the payment of new patches. Budget Item: TF10 James needs a check to purchase the new helmet stickers. Budget Item: TF8 Equipment issue date has been moved up to July 9th at 8:00- Erik will schedule times for teams to be present to give equipment, coaches are encouraged to be present. Erik asked James to look into what total replacement would be for all helmets for budget purposes next few years. James says to possibly replace half and then half again due to reconditioning purposes. Riddell to provide estimate 2017-2018 Operating Budget. Erik and James to inspect all first aid kits and replace items needed.
Player Agent (Kerry) -
Players o Capping of teams sizes. Flag at 16 players and 28 players at other levels. Tackle football enrolled – 121 o Flag-16 Capped o JMM – 11 o MM – 14 Division 3 o JPW – 30 o PW – 24 o JV – 17 o UL – 9 Saturday recruiting will see if we can raise numbers if not Erik will cancel UL and ask parents if they want players to play down or go to other organizations. (6-22-2016) Cheer - 13 o Weigh in will be TBD now change from last meeting at Temecula Chaparral High School. o Physical Dates June 4th 8:00-11:00 at Dr. Millers offices. Need to send thank you letter to Dr. Miller and his staff and Carlos and Lourdes for volunteering their time. o Kerry presented to the BOD Code of Conduct contract further discussion is pending the issue of the Palomar Pop Warner Code of Conduct handbook. There may be same items discussed within the handbook. We will cross reference to evaluate before issuing our own document CODE OF CONDUCT o Scholarships: Currently at 13 for Tackle and 5 for Cheer. Total allowed: 15 tackle and 5 cheer. There are also 6 scholarships received from OFK Opportunity for Kids. Scholarships o Recruiting Camps occurred at MCCS Erik took several tackle players to help showcase our program. o Some small changes Kerry reported if any medical forms checked “YES” column parent has to initial “ok to play”.
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM June 22nd , 2016
Secretary (Jason): o o o o
Fields Use permits have been issued for both Potter Jr. High and Fallbrook High School. Home games for FUHS will be August 20th (Round Robin), August 27th Week 1 and October 15th. 2016 By-Laws are still in draft form. Pending a scheduled board meeting to review and approve final revisions. All new Insurance forms have been filled with Palomar Pop Warner and have been received. Insurance Forms. New Business Cards have been ordered for Fundraising and President.
Assistant Volunteer Coordinator (Allison): Not present at meeting. Little Scholars (Alexa):
Palomar dinner to be held June 12th at 4:00pm at the Escondido Arts Center. Parents costs $45.00 and Little Scholars eat free.
Corporate Sponsor Rep (Luis): (was not present at meeting) o
Received Grant for the following organizations: Under Armor Football Grant- Fund 10 footballs. 7-2016 Received the Riddell Helmet Grant $1000.00 for purchase of helmets.
Web master (Marcus):
Looking now for a Social Media Liaison to continue to run our website and perform duties.
Fundraising (Tara): o
All raffle sales and fundraising have been placed on hold until our non-profit status is resolved with the State and removed from delinquent status. All back payments have been paid in full and Rolinda will notify FPW BOD when we have received an email granting us permission to proceed.
Next Meeting: To be held at the Fallbrook Community Library located at 113 S. Main Street Fallbrook, Ca. 92028 in meeting room at 6:00pm on July 6th, 2016. Minutes respectively submitted by:
Jason M. McBroom Secretary, Fallbrook Pop Warner League, Inc.
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM June 22nd , 2016
BOARD BUSINESS:
Position President 1st VP/ Player Agent Secretary Fundraising Coordinator Cheer Coordinator Position Corporate Sponsor Assistant Cheer Coordinator
Members in Attendance:
Alexa Muro James Jones Rolinda Mendez Zoe Caro Members not Present Vacant Marcus Holt Laura Cherevchenko
Position
Little Scholars Equipment Manager CFO Cheer Player Agent Position Coaches Agent Web/Social Media Member-at-Large
Minutes approved by: Kerry and seconded by James
President (Erik): -
Review / Approve last minutes meeting. Minutes were approved by Kerry and seconded by James. Board Members Status of our non-profit is currently delinquent. All fees have been paid and paperwork been submitted to the state. Pending reinstatement. Rolinda to notify board when checks have cleared bank. They have received the first payment and have not cashed check yet. Premier Athletics: First of the order has been submitted on June 13th via email. TF1 Business Cards: Cards have been ordered and have been shipped. Vista Print. Ultra Graphixs: Paid in full. 0 balance. We will need to order the coaches shirts next. Budgeted Line Item: PL7 Association Comparison: FPW has closed several teams and we are well ahead of other teams within Palomar. Erik reports that some teams enrollments are down and not even been assigning teams yet.
Treasurer Update (Rolinda): -
-
2016 Budget
Budget meeting to be held on May 31st at 9:00 am at Espresso Coffee shop. Meeting was held and Cheer was present Mike Jones, Rolinda Erik and Jason. We began to put numbers together for cheer operating budget in spreadsheet and still finishing their numbers. Review Financial Statements o Incoming At the meeting Kerry updated us that registration of tackle football players. 122 registered.
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM June 22nd , 2016 o
Outgoing
$598.00 $960.00 $950.00 $185.00 $875.00 $3568.00 -
Riddell, Balance due $ 598.00 (TF19) Ahrens Studios, 2016 payment $ 960.00 (PL11) FUHS, Field Use & Lights 2 home games and scrimmage $950.00 deposit (PL1) Crime Insurance Policy, New Policy Added $ 185.00 (OS9) Ultra Graphixs, Coaches Shirts $ 875.00 deposit (PL7) What money will cheer need to pay out to FPW FB? o League fees, insurance share of cost, Coaches Shirts, Background Checks. Michael said he will need monies for cheer by end of May for their operating costs. Numbers will be worked on at the special Budget Meeting May 31st, 2016 at Espresso Bar. 9:00 am. Meeting was held and FPW BOD will calculate the amount owed from cheer to pay back to football. o Rolinda was told not to renew FPW Costco membership as almost everyone on the board has a membership and we can go help with shopping.
Cheer Coordinator (Mike): -
Update on Competitive Budget Review Workshop was completed. Cheer Teams being logged in to League One and Cheer will do more focusing on recruiting. Update the Web Coordinator on events and pictures. Mike asked for some photos.
Coaches Agents (Erik): o o o o o o
o
o o
Player Safety Coach (PSC) will remain Erik Benitez unless the BOD directs for someone else to be appointed. Activating the COACHES CORNER on the FPW Website for coaches to have rules, training. Head Coaches will be doing the PSC Clinic on July 30th in Poway. Palomar Football has stated that we can have 2 controlled scrimmages. FPW will host again another Round Robin style scrimmage at Fallbrook High School date August 20th. Background checks are almost all completed. President has an official list of all coaches. Heads Up Football training will be at July 16th. All coaches are required to attend. This year Heads Up program has chosen Palomar Football as a league that will have the instructors from Heads Up come down and offer the training first hand. Emergency Action Plan- Erik has brought to the BOD that we need a better more thorough action plan in place. FPW BOD is now looking into an AED to be held on practice fields. Our Emergency Action plan will need to address AED and body cooling plan. FPW BOD will prepare actual drills of events and who is assigned to do what and how. Palomar Pop Warner said there would not be any football games over Labor Day weekend. Palomar has a new form to fill out and send in if ANY injury is noted at games or practice. Send to Denise.
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM June 22nd , 2016
Equipment Manager (James): -
Gear inventory James needs a check for the payment of new patches. Budget Item: TF10 James needs a check to purchase the new helmet stickers. Budget Item: TF8 Equipment issue date has been moved up to July 9th at 8:00- Erik will schedule times for teams to be present to give equipment, coaches are encouraged to be present. Erik asked James to look into what total replacement would be for all helmets for budget purposes next few years. James says to possibly replace half and then half again due to reconditioning purposes. Riddell to provide estimate 2017-2018 Operating Budget. Erik and James to inspect all first aid kits and replace items needed.
Player Agent (Kerry) -
Players o Capping of teams sizes. Flag at 16 players and 28 players at other levels. Tackle football enrolled – 121 o Flag-16 Capped o JMM – 11 o MM – 14 Division 3 o JPW – 30 o PW – 24 o JV – 17 o UL – 9 Saturday recruiting will see if we can raise numbers if not Erik will cancel UL and ask parents if they want players to play down or go to other organizations. (6-22-2016) Cheer - 13 o Weigh in will be TBD now change from last meeting at Temecula Chaparral High School. o Physical Dates June 4th 8:00-11:00 at Dr. Millers offices. Need to send thank you letter to Dr. Miller and his staff and Carlos and Lourdes for volunteering their time. o Kerry presented to the BOD Code of Conduct contract further discussion is pending the issue of the Palomar Pop Warner Code of Conduct handbook. There may be same items discussed within the handbook. We will cross reference to evaluate before issuing our own document CODE OF CONDUCT o Scholarships: Currently at 13 for Tackle and 5 for Cheer. Total allowed: 15 tackle and 5 cheer. There are also 6 scholarships received from OFK Opportunity for Kids. Scholarships o Recruiting Camps occurred at MCCS Erik took several tackle players to help showcase our program. o Some small changes Kerry reported if any medical forms checked “YES” column parent has to initial “ok to play”.
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM June 22nd , 2016
Secretary (Jason): o o o o
Fields Use permits have been issued for both Potter Jr. High and Fallbrook High School. Home games for FUHS will be August 20th (Round Robin), August 27th Week 1 and October 15th. 2016 By-Laws are still in draft form. Pending a scheduled board meeting to review and approve final revisions. All new Insurance forms have been filled with Palomar Pop Warner and have been received. Insurance Forms. New Business Cards have been ordered for Fundraising and President.
Assistant Volunteer Coordinator (Allison): Not present at meeting. Little Scholars (Alexa):
Palomar dinner to be held June 12th at 4:00pm at the Escondido Arts Center. Parents costs $45.00 and Little Scholars eat free.
Corporate Sponsor Rep (Luis): (was not present at meeting) o
Received Grant for the following organizations: Under Armor Football Grant- Fund 10 footballs. 7-2016 Received the Riddell Helmet Grant $1000.00 for purchase of helmets.
Web master (Marcus):
Looking now for a Social Media Liaison to continue to run our website and perform duties.
Fundraising (Tara): o
All raffle sales and fundraising have been placed on hold until our non-profit status is resolved with the State and removed from delinquent status. All back payments have been paid in full and Rolinda will notify FPW BOD when we have received an email granting us permission to proceed.
Next Meeting: To be held at the Fallbrook Community Library located at 113 S. Main Street Fallbrook, Ca. 92028 in meeting room at 6:00pm on July 6th, 2016. Minutes respectively submitted by:
Jason M. McBroom Secretary, Fallbrook Pop Warner League, Inc.
FALLBROOK POP WARNER EXECUTIVE BOARD OF DIRECTORS MEETING MINUTES FROM June 22nd , 2016
