EVAA Board Meeting Minutes October 15, 2012 at 7:00 PM Apple Valley Community Center
EVAA Board of Directors in Attendance: Rosie Boerboom
Marc Dannecker
Karen Aagesenkuhn
Brad Ericksen
Kristin Dannecker
Renee Swenson
Lynn Rauch
Paul Waxlax
Victor Yermishkin
Ann Offermann
George Singer
EVAA Program Directors & Guests in Attendance: Board meeting called to order at 7:00 PM. Open Forum: No visitors. Program Updates: Traveling Baseball (Jeff B.): 5 new board members. Winter Clinic starts in November on Sundays. Goal- 150 kids. Big issue: Valley Middle School not a good field situation. We might pull an age group. If so, program could lose up to $10,000. No field time in Eagan. Need help getting field time in Eagan. Rosie mentioned that Eagan would have field time available. We need to put together a request. Need push from board to help secure fields. Would like Lexington-Diffley for a one day State Tournament. In-House Baseball (Pat M.): 2 new board members that start tonight. In-House Soccer (Marc. D.): Wrapped up season. Close championship games. Cleaning soccer storage area. Will make room for CC skis in spring for storage. Volleyball (Stephanie U.): Fall In-house has 4 teams – moving along nicely with our 4 teams. We have an end-of-season tournament scheduled for Saturday, October 27th. Fall Traveling – doing well. Also moving along nicely and all teams will end with a final competition on Saturday, October 27th. Winter JO – in full planning mode with tryouts scheduled for U12 and U14 on Saturday, November 3rd and U16 on Sunday, November 11th. We’re planning on 5 teams and have 32 girls currently registered. We are currently deciding if we will continue to participate in a league at the Midwest Volleyball warehouse or try something different. This is mostly up for discussion because of some changes happening with this league (mainly the addition of paid referees that is increasing the cost). We will be added a 4th date to our Spring Dig tournament series in the spring which will add some much needed additional fundraising $$ to our program. Eastview Athletic Association • P.O. Box 240392 • Apple Valley, MN 55124 952-985-3830 www.evaasports.org
[email protected] Cross Country Skiing (Dave F.): No snow last year--spent most of season at Green Acres/LakeElmo--19 kids rented skis thru EVAA last year. 8 week season starting in January--No charge for EVAA participants--Want to get more parents involved--Registration is open on website.
Softball (Donna L.): We have been done for a month. The teams did very well. Football (Chris A.): Season is complete. 3 of 4 traveling teams made finals. Equipment being returned this week. Approval of September Minutes: Rosie B. motioned the approval of September minutes. Brad E. Second. APPROVED. President’s Report: * Need a bigger community presence. More EVAA branding
* Renee will volunteer for newsletter. Up and running by January 2013 for spring sports.
* Need monthly email created.
* Survey out to community about new website/feedback on branding.
* ($50/year)--buys a email list of all new Apple Valley families.
* Friday folders--must be district-sponsored--high school endorsed (Rosie working to secure mailer in folders).
* EVAA float in 4th of July parade.
* EVAA needs structured guidelines around how to handle complaints. Background checks. George S. to reach out Apple Valley AA to review their policies and help develop ones for EVAA.
* Articles and By-laws will be sent to George S. for review. He will start to shape a framework for EVAA policies and procedures manual.
* Standards for volunteers. Job descriptions. How to handle confidentiality issues. Code of Conduct. All needs to be in writing .
* Bring all 4 athletic associations together to have an event that promotes athletics, family and fun. Idea will be tabled until November.
* Yearly meetings with program boards to review standards, policies and procedures. Maybe just be traveling boards?
* Board Liaisons will need to report on their sports if the program director does not make the meeting. * Logo-wear for EVAA--review options in November. Admin Report:
* Add social media aspect--opened Twitter account.
* Answering emails
* Reviewing website
* Storage units. Not a lot of options in Apple Valley. Let’s review options for November.
Board Liason Report: No report this month.
Eastview Athletic Association • P.O. Box 240392 • Apple Valley, MN 55124 952-985-3830 www.evaasports.org
[email protected] Financial Update / Treasurer’s Report : Review Admin Fee structure for all sports. Identify costs that make-up the individual Admin Fee.
Some teams are spending down budgets. What is an acceptable "spend-down" number for each sport?
Karen will send additional info to board. She will send the budget to be approve over email. Program Budgets Approvals: In-House Baseball budget presented by Pat Martin. Coupon fundraiser--largest money-maker. 600 kids projected for next year. Review Admin fees. Research/review and propose new plan in November. Storage fees need to be reviewed. Paying twice as much as other groups. Bats donation option. Put on website. Need to define a drop-off location. Survey 96 out of 500 returned. Brad E. motioned the approval of budget/ Marc D. Second APPROVED. New Business: Marc D. - Three main vendors. Keep same vendors. Motion to skip bid process. Approve current vendors. APPROVED Current vendors will be asked to submit quotes to verify costs.
Marc D. - Logo-Wear for board members. Donated.
Marc D. - EVAA Signage: Branded/indoor and outdoor/used by all sports. Marc will get more information on options.
Appreciation Night. Choose day for next year. Month of July or August.
Set-up interview and application process to add two new people to the Big Board in January 2013.
Sarah T. -Would like to add specific databases to help review and analyze specific trends within EVAA such as: Sports attendance (up/down), Financials, Fields, Equipment, Scholarships/Community Support, Storage, etc. Adjourn: Sarah motioned to adjourn. Brad E. Seconded. Meeting adjourned at 9:17 p.m. Next Board Meeting is scheduled for Monday, November 19th, 2012 at AVCC, 7:00pm.
Eastview Athletic Association • P.O. Box 240392 • Apple Valley, MN 55124 952-985-3830 www.evaasports.org
[email protected]