Minutes – AWYF – 9/17/2020

AWYF Board of Trustees Meeting Minutes
September 17, 2020
VIRTUAL MEETING VIA MICROSOFT TEAMS

 

Attendees:
Drew Miller – AWYF (Chair Person)
Robin Martin – AWSC
Chris Chisholm – AWJRGBB (Treasurer)
Gary Loach – At Large
John Rozic – AWYSL (Counsel)
Amanda Bialecki – AW Cheer
Jared Hooks ‐ AWJGBC
Kevin Herman – AW Schools
Eric Talbert – AWLAX
Bob Brannan – AWYSL (Secretary)

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

Absent:
Sara Bowen – AW Ski Club
B. J. Reichert – AWJRGBB
Pat Johnson – AWYFL
Ed Schofield – AWGTB
Jeff Meyer – AWABSA (Vice Chair)

Virtual Meeting called to order at 7:01 pm.

1. Meeting Minutes for the August 20, 2020 Meeting: A motion to accept the minutes for the 8/20/2020 meeting was made by Chris Chisholm, with a second being made by Gary Loach. A yes vote carried with unanimous approval.
2. Financial Statement Review: A brief review of the financial statement took place between the attendees. 2020 P & L reflects miscellaneous expense for transfer of money from Key Bank to F & M.
3. Chairman’s Report:
   1. The lease is being set‐up to be finalized. John Rozic will be working with the Metroparks attorney to get this finalized. Drew will be drafting a letter to the Village with regard to the status of the proposed well.
   2. A player/parent/board controversy has developed. A parent authored email, with several demands, was received. Drew has responded to the parent with requested documentation.
4. Committee Updates:
   1. Systems:
      1. Raffle Update: The raffle ticket requests are currently down approximately $500.00 from this time last year. There was a discussion about the use of incentives for activities to sell the raffle tickets. This could be used to achieve a break‐even. Mandi & Chris plan to develop a plan for this in the next week with notification going out to the board prior to the next board meeting.
      2. Registration / Database Platform: Mandi has formulated the schedule format for notifying the families. There has been no response with regard to the IT position.
      3. Player’s Code of Conduct: Each activity is required to review the AWYF version of the PCC to see if this fits their activity’s needs. If it does not meet their needs, the activity will be required to document their own PCC.
   2. Development & Communication: There is nothing to report with development and communication.
      1. Communication regarding the registration upgrade should be forwarded to Mandi.
      2. Messaging on the AWYF website will be indicated as ‘under construction.’
      3. Bylaws, budgets and meeting schedules should be sent to Mandi for her to post on the website.
   3. Master Facilities: 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.
   4. Field Use Committee:
      1. Current Status of Scheduling/Closing Facilities:
         1. AW Cross Country will be at Blue Creek on 9/23. Girls LAX has requested to hold clinics at Blue Creek with possible dates on 9/20, 9/27, 10/04 and 10/11. Mandi has asked several sources for access to space for basketball courts. AWJRGBB may present to AW for gym time for over 300 kids in the recreational basketball league.
         2. Return to Play Mandates: Signs have been posted at the fields for masks, social distances and direction for entry and exit. There will be four hand washing stations and hand sanitizers. A compliance officer is recommended to be present at the field.
      2. AED: There has been no update on this matter. Several meetings ago, 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: Several meetings ago it was determined that the batting cage package of information, submitted by Klayton, did not include enough detail to make a determination. Jared Hooks intends to follow‐up with Klayton.
      4. Stone Delivery: Finley Hauling and Sandman each made a delivery. J. Williams Concrete spread out the stone. All Wear has donated the banners. The banners will be displayed at the fields during the fall soccer session.
5. Additional Topics:
   1. AWYF Operations Committee: The operations committee has worked on updating the bylaws. There has been no update on this matter.
   2. Activity Fund Raising Requests:
      1. AWYF has no restrictions on fund raising events as long as the activity presents their event to the board.
      2. AWYF Purse Bingo will not be an event this year as a consequence of COVID.
      3. AWYF Golf Scrambles may be planned for Spring of 2021.
   3. Insurance renewal has increased by $3.00 from last year’s coverage.
   4. End of Season Survey: A motion was made by Chris for the implementation of a survey to be conducted by each activity for their season ending performance utilizing five core anchoring questions with feedback being acted upon. The motion was seconded by Amanda Bialecki. A yes vote carried with unanimous approval.
6. Meeting Conclusion: At approximately 8:00 p.m., the meeting concluded. A motion to adjourn was made by Bob Brannan, with a second being made by Eric Talbert. A yes vote carried with unanimous approval.

Minutes respectively submitted by Bob Brannan, Secretary

The next AWYF Board Meeting is scheduled for Thursday, October 15, 2020. This meeting will be held using Microsoft Teams at 7 p.m.