Executive Board Meeting - February 2009
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Meeting Minutes
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Overview
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Purpose/Objective:
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Executive Board Meeting
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Date/Time of Meeting:
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Thursday February 5, 2009 7:34PM 9:38PM
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Location:
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John Hanson Middle School
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Attendees
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Meeting Facilitator:
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Mark Duncan
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Minutes
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Topic
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Lead
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Discussion
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1. Call to Order
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Mark Duncan
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Mark brought the meeting to order at 7:34PM
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2. Roll Call
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Marjorie Willis
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Roll call was maintained with a Meeting Sign-In Sheet
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3. Reading of Minutes and Acceptance
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Steve Loftus
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Steve called for a vote to accept the minutes from the meeting on January 8th. Unanomous approval was obtained.
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4. Reading of Correspondence and Communications
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Mark Duncan
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No new correspondence. Regarding the Coach’s meeting on March 14th, Joe Ward will confirm St. Peter’s Church.
New Coaches will work with Paul Cushion at 9:00am. Seasoned coaches will meet at 10:30am for coaching logistics, packages, and field assignments.
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5. Officer Reports
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Various
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President
Vice President
Treasurer
*$270 C&M Mailing Service (flyers/sponsorship packages)
*$150 Sorting of flyers into bundles of 25
*$982 Arbor Graphics (printing of the flyers)
*$82 SMECO bill
Registrar
Boys Coordinator
Girls Coordinator
Fields and Scoring
Merchandising
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6. Unfinished Business
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Various
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Travel Team Policy Re-write
Team Try-Outs
-Option 1: Try-outs to be conducted over a two week period. 1st week the first week of May, the 2nd week the last week of May. This will allow teams to get money into WSC.
-Option 2:Try-outs to be conducted over a two week period 2nd and 3rd week of May. The 4th week will be for team formulation.
This item remains an open issue, but must be resolved no later than the next meeting.
Summer Camps will be conducted at Bryantown
July 6-10 Travel Team Camp
June 22-26 Rec Camp (Paul Cushion)
July 27-31 Rec Camp (Paul Cushion)
4x4 Tournament
Wakefield & Carrington
Executive Board Polo Shirt
Meeting Locations
Trailer Acquisition
Recycle
3X3
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*Discussion Type – Information Sharing, Update, Review, Decision Making, Direction Setting, Approval or Feedback
Action Items
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Created Date
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Action
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Assigned to
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Due Date
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Status*
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2/5/09
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Confirm logistics for the Coaches meeting on 3/14
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Joe Ward
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03/05/09
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Open
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2/5/09
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Approval of practice fields for the Spring Season
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Mark Duncan
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03/05/09
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Open
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2/5/09
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Budget Report to be provided at the next Board Meeting
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Dave Weavill
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03/05/09
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Open
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2/5/09
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Final numbers for teams must go to Score no later than 2/16
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Mana Labrie
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03/05/09
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Open
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2/5/09
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Feedback for Travel Team Policy due 2/13
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All
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03/05/09
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Open
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2/5/09
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Travel Team Tryouts
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Deferred until next meeting
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03/05/09
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Open
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2/5/09
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Confirm future meetings site and complete insurance forms
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Marjorie Willis
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03/05/09
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Open
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2/5/09
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Research the prices of the trailers for the mowers and bring to the Board Meeting next month
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Shawn Bingham
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03/05/09
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Open
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*Action Item Status – Open, Completed, or Overdue
Future Meetings **
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Date:
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Time:
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Location
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3/5/09
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7:30 p.m.
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John Hanson Middle School
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4/2/09
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7:30 p.m.
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John Hanson Middle School
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5/7/09
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7:30 p.m.
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John Hanson Middle School
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7:30 p.m.
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TBD
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7:30 p.m.
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TBD
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7:30 p.m.
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TBD
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7:30 p.m.
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TBD
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7:30 p.m.
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TBD
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**Applebees’ will be used as an alternate for inclement weather and summer months.