Minutes – AWYF – 07-23-2020

AWYF Board of Trustees Meeting Minutes
July 23, 2020
VIRTUAL MEETING VIA MICROSOFT TEAMS

Attendees:
Drew Miller – AWYF (Chair Person)
Eric Talbert – AWLAX
Chris Chisholm – AWJRGBB (Treasurer)
Gary Loach – At Large
John Rozic – AWYSL (Counsel)
Amanda Bialecki – AW Cheer
Ed Schofield – AWGTB
Jeff Meyer – AWABSA (Vice Chair)
Pat Johnson – AWYFL
Bob Brannan – AWYSL (Secretary)
Administration: Mandi Brannan ‐ AWYF Executive Director was in attendance.

Absent:
Sara Bowen – AW Ski Club
B. J. Reichert – AWJRGBB
Kevin Herman – AW Schools
Robin Martin ‐ AWSC

Virtual Meeting called to order at 7:04 pm.

I. Meeting Minutes for both the May 21, 2020 and June 18,2020 Meetings: A motion to accept the meeting minutes for both the 5/21/2020 and 6/18/2020 was made by Chris Chisholm, with a second being made by Gary Loach. A yes vote carried with unanimous approval.

II. Board Appointment for a New Trustee: A motion to approve a new trustee representing AWGTB (Boys Travel Basketball) as Mr. Ed Schofield, was made by Chris Chisholm, with a second being made by Jeff Meyer. A yes vote carried with unanimous approval.

III. Financial Statement Review: A brief review of the financial statement took place between the attendees.

IV. Activity Budget Review:

A. With the exception of AW Ski Club, all other activity Budgets have been submitted. The club is aware of this and is working toward getting their budget issued.

B. It was noted that the Board has previously requested for each activity, which uses Blue Creek, include a minimum per‐participant pledge amount of $20.00 and, for those activities which do not use Blue Creek, include a minimum per participant pledge amount of $10.00.

C. While the total pledge amount should be approximately $43k, the current value is approximately $31.5k.

D. There are three activities that have not budgeted a pledge to match the per‐participant criteria. The activities are AWYSL, AW LAX and AW Ski Club.

E. The Board’s approval for each activity’s budget has been tabled for the August meeting.

V. Chairman’s Report: The progress of the transfer of AWYF’s ownership of Blue Creek has hit another snag. Metroparks found a restriction on the previous deed. As such, complications have arisen and there may be a return to an alternative for a long‐term lease.

VI. Committee Updates:

A. Systems:

1. 1. 1. Raffle Update: There are already four families that have signed up for next year’s raffle.
      2. Registration / Database Platform: The Board continues to move towards the use of Sports Engine. Mock registrations have been successfully accomplished. The full conversion is scheduled to happen on January 1, 2021.
      3. Player’s Code of Conduct: AWYF is considering the implementation of the player’s code of conduct as part of the electronic application process.
      4. Proposed Fourth Quarter Shared Allocated Expense Credit: Dispensation for activities, who have cancelled portions‐of or their entire season, as a result of the Covid‐19, was discussed. A motion to approve an activity’s financial reductions, as a result of Covid‐19, was made by Jeff Meyers, with a second being made by Gary Loach. A yes vote carried with unanimous approval.
      5. Updated participant numbers for 2020 / 2021 shared allocated expense calculations shall be based upon the last full season for each activity.

B. Development & Communication: There is nothing to report with development and communication.

C. Master Facilities: Other than the information noted in the Chairman’s report, there is nothing to report with master facilities.

D. Field Use Committee:

1. 1. 1. Current Status of Scheduling/Closing Facilities:
         a. AW Schools is not allowing activities inside their buildings.
         b. AWYF has been approached by a cross‐country coach. The coach is not affiliated with AW. He would like to hold a series of cross‐country races around the Blue Creek area, which would include the invitation of 18 different teams. A discussion ensued whereby it was determined that this would NOT be a good idea.
         c. A request was made for the AW High School boys and girls soccer teams to practice at Blue Creek. Drew will contact Kevin Herman to discuss this.
         d. AW Cheer has been asked to refrain from using the Middle School facilities. Amanda Bialecki asked if she could move the Cheer activity to Blue Creek. A discussion ensued whereby it was determined that this would be acceptable.
      2. AED: There has been no update on this matter. At the last meeting, where the volunteer presented an update, the AWYF Board gave asked for her to accomplish some homework. Since that time, there has not been any further progress.
      3. Batting Cage Update: Klayton is asking for donations. AWYF will not be funding this endeavor. Klayton is seeking approval of his batting cage design. It was determined that the package of information submitted did not include enough detail to make a determination. Jared Hooks intends to follow‐up with Klayton.

VII. Additional Topics:
A. AWYF Operations Committee: The operations committee has worked on updating the bylaws. John Rozic performed a brief summary of the proposed changes. It was requested that each Board Member review the updated bylaws so that they can be voted upon next month.

VIII. Meeting Conclusion:
At approximately 9:00 p.m., the meeting concluded. A motion to adjourn was made by Gary Loach, with a second being made by Chris Chisholm. A yes vote carried with unanimous approval.

Minutes respectively submitted by Bob Brannan, Secretary

The next AWYF Board Meeting is scheduled for Thursday, July 16, 2020. This meeting will be held using Microsoft Teams at 7 p.m.