Minutes – AWYF – 10/15/2020

AWYF Board of Trustees Meeting Minutes
October 15, 2020
VIRTUAL MEETING VIA MICROSOFT TEAMS

 

Attendees:
Drew Miller – AWYF (Chair Person)
Phil Miller – AWSC
Chris Chisholm – AWJRGBB (Treasurer)
Gary Loach – At Large
Jeff Meyer – AWABSA (Vice Chair)
Ed Schofield – AWGTB
Jared Hooks ‐ AWJGBC
Kevin Herman – AW Schools
Eric Talbert – AWLAX
Bob Brannan – AWYSL (Secretary)

Guests:
Christine Slade – Rehmann Accountants
Nicole Linenkugel – Rehmann Accountants

Administration: Mandi Brannan ‐ AWYF Executive Director was in attendance.

Absent:
Sara Bowen – AW Ski Club
B. J. Reichert – AWJRGBB
Pat Johnson – AWYFL
Amanda Bialecki – AW Cheer
John Rozic – AWYSL (Counsel)

 

Virtual Meeting called to order at 7:02 pm.

1. Meeting Minutes for the September 17, 2020 Meeting: A motion to accept the minutes for the 9/17/2020 meeting was made by Chris Chisholm, with a second being made by Kevin Herman. A yes vote carried with unanimous approval.
2. Financial Statement Presentation: Christine Slade and Nicole Linenkugel (both from Rehmann Accountants) presented the current status of the AWYF finances. The per player capital contribution was discussed as it relates to the board’s designation. At this point in time, this is NOT a board designation.
3. Financial Statement Review (Internal): A brief review of the financial statement took place between the attendees. The current Covid spike is a detriment. The AW Schools have costs associated with cleaning spaces. These costs will be passed down to those using the facilities.
4. Chairman’s Report:
   1. Mediation between AWJGBC and parents continues.
   2. Lease: The Metroparks would like to have the lease finalized by 12/31/2020.
5. Committee Updates:
   1. Systems:
      1. Raffle Update: There are currently nine families participating in the raffle.
      2. Registration / Database Platform: Mandi and Chris plan to meet this week.
   2. Development & Communication: There is nothing to report with development and communication.
   3. Master Facilities: 
      
      1. It was suggested that board revisit the master plan to update priorities, cost estimates and specific activity requests. A sub‐committee will be formed in the near future.
      2. Lease: Refer to chairman’s report paragraph.
      3. F & M Bank: The line of credit was discussed.
   4. Field Use Committee:
      1. Return to Play: There were a few concerns with the lack of masks and social distancing at weekend events.
      2. There was an AWYSL player misdiagnosed with Covid. Lucas County Health Department has cleared the event. It was noted, upon another player testing positive, both Drew and Mandi need to be engaged and the activity should NOT attempt to address this on their own.
      3. AED: It appears as though the cost of this item is approximately $2k. The volunteer is putting money aside to make this purchase. Both monthly inspections and biennial training for AED resuscitation are requirements. The police station is located along the north property line of Blue Creek. In a past AWYF meeting, it was noted that the AWYF board had asked the volunteer to visit other sports facilities to see
         how they are handling the implementation of an AED.
      4. Batting Cage Update: Several meetings ago, it was determined that the batting cage package of information, submitted by Klayton, did not include enough detail to arrive at a  determination. Jared Hooks indicated that a representative from AWJGBC will be contacting Klayton.
6. Additional Topics:
   1. AWYF Operations Committee: The operations committee has worked on updating the bylaws. There has been no update on this matter pending John Rozic’s progress.
   2. Additional Activity:
      1. Dennis Kirby has contacted AWYF with a request for an additional lacrosse activity. The activity will be limited to JV/Varsity boys for summertime use. This group is outside of the scope of AW Schools. The group will need an insurance and registration platform. The group has been made aware of the
         $20.00 Blue Creek per player cost. The players will also be required to pay the annual family fee. Mandi will send written requirements to this proposed activity. The group has indicated that this activity is intended to be a long‐term usage and not a one‐and‐done usage. It was noted that the activity will be required to have bylaws.
7. Meeting Conclusion: At approximately 8:16 p.m., the meeting concluded. A motion to adjourn was made by Eric Talbert, with a second being made by Phil Miller. A yes vote carried with unanimous approval.

Minutes respectively submitted by Bob Brannan, Secretary

The next AWYF Board Meeting is scheduled for Thursday, November 19, 2020. This meeting will be held using Microsoft Teams at 7 p.m.