OMGBA Board Meeting Minutes
OMGBA Board Meeting Minutes April 20, 2014 Meeting Called to Order: 7:00 p.m. Guests: Joe Burgess, Rob Lavigne, Jennifer Schock, Chris Hanson Board Member Changes (new to board, new positions, or leaving board): Melanie Omar was unanimously voted onto the Board. Information Director’s Report (Karole Hanson): A motion was made to approve the March minutes. MOTION APPROVED Treasurer’s Report (Gary LaPalme): Financials are provided to the Executive Board each month electronically. If you have specific questions or need more information about the financials, feel free to contact any of the Executive Board members. The Association received a $1,000 contribution from Graco, Inc. on behalf of the volunteerism of Michael Whery, an assistant coach in the boys travel program. As a part of their Graco Dollars for Doers program, Graco donates money to non-profit organizations in recognition of its employees who volunteer 50 or more hours of service. A huge Thank You goes out to coach Whery for all of his hard work and to Graco for their contribution. Executive Committee The Executive Committee consists of the President, Vice President, Treasurer, Information Director, Operations Director and the Past President as outlined in the OMGBA Bylaws. The position of President, Vice President, Treasurer, and Information Director, are elected offices with a term of one year beginning each May. Elections are held at the annual Board Meeting in April. The current members of the Executive Committee are: President – Jim Davison Vice President – David Schock Treasurer – Gary LaPalme Information Director – Karole Hanson Operations Director – Cori Davison Past President – Todd Leyse All current elected officers expressed an interest in continuing in their current roles for the upcoming 2014-2015 fiscal year and were unopposed in their positions. A motion was made to vote on the individuals as a single slate. MOTION APPROVED The slate was unanimously reelected. All officers will remain in their current positions.
New Business Maple Grove Days (Julie Hamilton) Maple Grove Days will be held July 9-13 this year. The 5-day community event is filled with family activities and is the largest festival held in Maple Grove. Maple Grove Community Organization will provide a space with a tent and a table to non-profits for fundraising purposes and to promote their organization. OMGBA has participated in the past but it has been several years since we have had a presence at the event. The event would offer a great opportunity for us to promote the new facility and generate interest in our programs. Several ideas were discussed regarding possible games to offer as well as items for giveaways. A motion was made to allow Julie to be the committee chair for Maple Grove Days with a $500 budget. MOTION APPROVED Committee Reports Building Committee (Todd Leyse) The Maple Grove Park Board approved the construction contracts and work has begun on the new facility. There will be meetings held each week during construction that Todd will attend as a representative of the Building Committee. Mark Saari from the Park Board and a representative from the school will also be in attendance.
Department Reports Elementary Commissioner Report (Cori Davison) Third and Fourth Grade The program will run the same for the fall season, with tryouts for 4th grade travel held in December. A winter house program for third graders and fourth graders who don’t make traveling is being considered. The additional program will be dependent on the completion of the new facility. Fifth and Sixth Grade The start date for the 5th/6th grade program will be moved two weeks earlier for the upcoming season. The length of the season will remain the same. This change was made to accommodate those teams wishing to participate in Rec State, to avoid conflicts with baseball tryouts, and to allow OMGBA to potentially host a Rec State tournament in the new facility. Sr High Commissioner Report (Ben Schwanz) There will be an end of season review at the upcoming Northwest Suburban League meeting. Chief among the topics to be discussed will be the formation of teams within the league. The procedures used are not consistent between the associations. There is concern that an association may leave the league if they are required to make changes to their policies and procedures. OMGBA house teams play teams from other associations within the league. If the number of participating associations declines,
there won’t be as many non-OMGBA teams to compete against. Eddie Drag and Ben Schwanz will be in attendance at the meeting. Traveling Commissioner Report (Bill Hutchison) Interviews for travel coaches for the upcoming season will be held in May and June. Uniforms and Equipment Report (Chuck Stern) OMGBA had previously requested a report from LIDS detailing the amount of OMGBA apparel and gear ordered through their site. A portion of the sales will be returned to OMGBA as part of it’s fundraising efforts. After reviewing the sales, it appears the Association’s portion of sales came to approximately $1,600. The funds can either be applied as a credit towards future purchases or refunded as a check. After a short discussion, it was decided to request a check for the full amount. The check should take approximately 5 weeks to process. MG Community Gymnasium Several committees have been formed as we move towards the implementation phase of the new facility. The building committee has identified several areas crucial to its success. The committee chairs will drive the progress within each committee. It is anticipated that each committee will be meeting outside of the scheduled monthly board meetings and that the committee chairs will provide brief updates at the monthly board meetings. Scheduled completion of the building is 1/1/2015! Concession Committee (Karole Hanson) - Charged with understanding concession requirements (regulatory), coordinating equipment, product offerings, vending protocols, pricing of products, and concession supervision for events hosted at the MG Community Gymnasium. Building Usage Committee (Jim Davison) - Charged with ensuring utilization of the facility (MYAS tournaments, AAU practices, house league games, special events, etc.) will generate adequate profits to fund OMGBA obligations and serve the communities basketball needs. Financial Committee (Dave Moline) - Charged with ensuring that users of the facility commit to their time, sign a usage agreement (to be created), submit necessary insurance and registration information, are invoiced, payments are received, and any issues with their usage of the facility are considered before extending or renewing their usage agreements. Scheduling Committee (Cori Davison) - Charged with ensuring that OMGBA's interactions with Community Education related to our usage of the MG Community Gymnasium run smoothly and follow newly established protocol. Also, to ensure that the users of the facility receive timely communication about their scheduled usage.
Volunteer Coordinator (Mike Sides) - Charged with identifying a program / plan to coordinate volunteer hours throughout the basketball association to help ensure that all programs and offerings of OMGBA are appropriately and adequately resourced. Marketing / Advertising (Julie Hamilton and Terri Sides) – Charged with identifying methods of promoting OMBGA, OMGBA’s brand, and the Maple Grove Community Gymnasium to generate interest in our programs and the utilization of our facility. Meeting Adjourned: 8:05 pm. Next Board Meeting: Monday, May 19th at 7pm - MGCC.
New Business Maple Grove Days (Julie Hamilton) Maple Grove Days will be held July 9-13 this year. The 5-day community event is filled with family activities and is the largest festival held in Maple Grove. Maple Grove Community Organization will provide a space with a tent and a table to non-profits for fundraising purposes and to promote their organization. OMGBA has participated in the past but it has been several years since we have had a presence at the event. The event would offer a great opportunity for us to promote the new facility and generate interest in our programs. Several ideas were discussed regarding possible games to offer as well as items for giveaways. A motion was made to allow Julie to be the committee chair for Maple Grove Days with a $500 budget. MOTION APPROVED Committee Reports Building Committee (Todd Leyse) The Maple Grove Park Board approved the construction contracts and work has begun on the new facility. There will be meetings held each week during construction that Todd will attend as a representative of the Building Committee. Mark Saari from the Park Board and a representative from the school will also be in attendance.
Department Reports Elementary Commissioner Report (Cori Davison) Third and Fourth Grade The program will run the same for the fall season, with tryouts for 4th grade travel held in December. A winter house program for third graders and fourth graders who don’t make traveling is being considered. The additional program will be dependent on the completion of the new facility. Fifth and Sixth Grade The start date for the 5th/6th grade program will be moved two weeks earlier for the upcoming season. The length of the season will remain the same. This change was made to accommodate those teams wishing to participate in Rec State, to avoid conflicts with baseball tryouts, and to allow OMGBA to potentially host a Rec State tournament in the new facility. Sr High Commissioner Report (Ben Schwanz) There will be an end of season review at the upcoming Northwest Suburban League meeting. Chief among the topics to be discussed will be the formation of teams within the league. The procedures used are not consistent between the associations. There is concern that an association may leave the league if they are required to make changes to their policies and procedures. OMGBA house teams play teams from other associations within the league. If the number of participating associations declines,
there won’t be as many non-OMGBA teams to compete against. Eddie Drag and Ben Schwanz will be in attendance at the meeting. Traveling Commissioner Report (Bill Hutchison) Interviews for travel coaches for the upcoming season will be held in May and June. Uniforms and Equipment Report (Chuck Stern) OMGBA had previously requested a report from LIDS detailing the amount of OMGBA apparel and gear ordered through their site. A portion of the sales will be returned to OMGBA as part of it’s fundraising efforts. After reviewing the sales, it appears the Association’s portion of sales came to approximately $1,600. The funds can either be applied as a credit towards future purchases or refunded as a check. After a short discussion, it was decided to request a check for the full amount. The check should take approximately 5 weeks to process. MG Community Gymnasium Several committees have been formed as we move towards the implementation phase of the new facility. The building committee has identified several areas crucial to its success. The committee chairs will drive the progress within each committee. It is anticipated that each committee will be meeting outside of the scheduled monthly board meetings and that the committee chairs will provide brief updates at the monthly board meetings. Scheduled completion of the building is 1/1/2015! Concession Committee (Karole Hanson) - Charged with understanding concession requirements (regulatory), coordinating equipment, product offerings, vending protocols, pricing of products, and concession supervision for events hosted at the MG Community Gymnasium. Building Usage Committee (Jim Davison) - Charged with ensuring utilization of the facility (MYAS tournaments, AAU practices, house league games, special events, etc.) will generate adequate profits to fund OMGBA obligations and serve the communities basketball needs. Financial Committee (Dave Moline) - Charged with ensuring that users of the facility commit to their time, sign a usage agreement (to be created), submit necessary insurance and registration information, are invoiced, payments are received, and any issues with their usage of the facility are considered before extending or renewing their usage agreements. Scheduling Committee (Cori Davison) - Charged with ensuring that OMGBA's interactions with Community Education related to our usage of the MG Community Gymnasium run smoothly and follow newly established protocol. Also, to ensure that the users of the facility receive timely communication about their scheduled usage.
Volunteer Coordinator (Mike Sides) - Charged with identifying a program / plan to coordinate volunteer hours throughout the basketball association to help ensure that all programs and offerings of OMGBA are appropriately and adequately resourced. Marketing / Advertising (Julie Hamilton and Terri Sides) – Charged with identifying methods of promoting OMBGA, OMGBA’s brand, and the Maple Grove Community Gymnasium to generate interest in our programs and the utilization of our facility. Meeting Adjourned: 8:05 pm. Next Board Meeting: Monday, May 19th at 7pm - MGCC.
