EVAA Board Meeting Minutes May 17, 2010 at 7:00 PM Apple Valley Community Center

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EVAA Board Meeting Minutes May 17, 2010 at 7:00 PM Apple Valley Community Center Attendees: Scott Selby Manny Oliveras Lee Spelbrink Lisa Schlosser Marc Dannecker George Singer Brad Carlson Sarah

1 EVAA Board Meeting Minutes May 17, 2010 at 7:00 PM Apple Valley Community Center Attendees: Scott Selby Manny Oliveras Lee Spelbrink Lisa Schlosser Marc Dannecker George Singer Brad Carlson Sarah Trachet Rosie Lisenby-Munz Marty McIsaac Rae Lynn Klinger (Admin Asst) Brad Eilts (Softball) Chris Anderson (Football) Steve Crenshaw (IH Basketball) Stephanie Uittenbogaard (Volleyball) Board meeting called to order at 7:12 PM. Open Forum: None Review and Approval of Minutes: A couple of edits presented for the draft minutes that were circulated. Motion made by Marc D. to approve April 2010 minutes as amended, and seconded by Rosie L. Motion approved. President s Report/Field Allocation Update: s concerning program information and questions. Usual correspondence from AV Chamber & Anchor Bank correspondence regarding towers being placed in City of Apple Valley Parks. Wednesday, April 28 th Met with VAA President, Kevin Struder and City of Apple Valley Staff regarding several issues. Wednesday, April 28 th Met with Softball co-program Directors Sunday, May 2 nd Attended orientation meeting for ERAVE-YFL parents and students.

2 Wednesday, May 12 th Attended Chamber of Commerce meeting Thursday, May 13 th Attended City of Apple Valley Council meeting and spoke in support of completion of Quarry Point expenditures. Financial Update / Treasurer s Report (L. Spelbrink): General Fund balance sheet shows a negative balance in the checking account due to two checks that were being held for basketball until Lee received reimbursement. This is a timing variance. General Fund profit and loss since last report, admin fees for winter sports have been billed. Cut deficit down to $14K. Admin fee billing for summer sports will be fully accounted for by August. Individual sports presented on a summary basis no real issues for spring/summer sports. Regarding fall/winter sports, Football is working to reduce their deficit and will be presenting some ideas in their budget discussions later in the meeting. Question regarding $1,700 clinic expense for Softball. Lee to provide detail for how this expense was coded. Motion made by Sarah T. to approve financials subject to the correction presented. Seconded by Rosie L. Motion approved. Program Budget Approvals: Football (Chris A.): Chris A. presented background on this year s deficit. Since Chris took over six years ago, the size of the program has doubled. Program has purchased a lot of equipment over the years (for fields and players)--much of which can be used going forward. Introduced Joe Pinto who is new Treasurer for the program. Estimated 400 participants for this year s budget vs. 370 last year. Clinic fee relates to working with EVAA high school coaches in evaluation process. Don t have enough traveling jerseys for this year. 9 th grade jerseys will be given to EVAA. Coaching fees are for logo wear for coaches, cutting back this year. Miscellaneous expense is for truck rental for equipment. Traveling fees will be the same at $150. In house fees were raised from $110 to $125 per person. Income estimate for 2010 year is $14,000 profit to be earmarked to this past year s deficit. Motion made by Marc D. to approve Football budget. Seconded by Sarah T. Motion approved. Basketball (Steve C./Johnny G.)

3 In-House (Steve C.) - In-House basketball is a long season sport including both Fall and Winter seasons. Last year, In-House had 467 participants this year budgeting for 460 participants. Using Wear Out the Net for 4 th grade advanced sessions. Play in a league with Rosemount--may add Farmington if the league will approve. Clinic fees are higher this year due to the fact that stimulus money was used for this line item last year. Budget dollars needed this year for more basketballs. Discussion around whether there would be any capital improvements money to assist school district with new baskets at Oak Ridge and Diamond Path. There is a small tournament expense similar to last year. Other expenses in line with prior year. Total program net income expected to be $425. Participant fees proposed to be raised from $70 to $75 per player. Motion made by George S. to approve In-House Basketball budget. Seconded by Scott S. Motion approved. Traveling (Johnny G. by ) Significant historic surplus the result of keeping money in reserves in case of a weather event during one of the large tournaments. Budget assumes per participant fees are raised from $135 to $150. Gym costs include gym time outside the EVAA area including Bloomington, etc. Most line items similar to last year. Motion made by George S. to approve basketball budget. Seconded by Brad C. Motion approved. Program Updates: IH and Traveling Baseball (Dean S. and Lars E.) New In-House co-program directors will likely be Kim Michie and Margaret Miller. Dean working on budget issues with Lee S. The season has begun and everyone is working hard. Dealing with some rescheduling issues given the difficult May weather. Volleyball (Stephanie U.) In-House just finished end of year tournament. No programs active right now. Securing gym time for clinics for fall. Working with EVHS on some issues around Spring Dig event. Lacrosse (Terry J.) Girls program has had some issues with fields. Solution may be to use a field at EVHS which would help immensely. Football (Chris A.)

4 Budget presented tonight. No other issues. IH Soccer (Ken B.) 12 teams in the 4 y/o pre-k program. Program going well. Dakota Rev (Scott S.) Tournament finished last weekend. Some age brackets had fewer teams than usual, but believe tournament was a success. Cross Country (Mike M.) Chad Austin may have interest in assisting with the program. Scott S. will work with Chad to see if a new program director can be found. There is some interest from another parent to possibly take over this role. Tennis (Walter R.) Upcoming clinic on May 22 nd. Scott S. will discuss partnering with local sports clubs for court availability. Softball (Steve C. and Brad E.) In-House girls, up 20 from last year. End of season tournament at high school the last week in June. In house softball celebration also planned after tournament. Traveling Traveling tournament will be held this weekend. 24 teams expected, up 4 teams from last year which should increase income. Received some grants from Minnesota Twins for coaches for some of the teams. Tryouts in fall for 14s and 16s. Elite tryouts hopefully sometime in August. Brad to communicate these dates as soon as available to broader audience. Motion made by Marty M. to continue to offer the U16 elite program as we have in the past. Seconded by Manny O. Discussion around how the program has worked and whether there has been any issue with players coming from other areas. Motion approved. Program Liaisons (Scott S.): Still lacking liaisons for two programs--traveling soccer and traveling baseball. Scott will send follow up s to others who have not volunteered to see if we can fill these final two roles. Sarah T. asking for some expectations for board liaison positions. Scott S. assumes liaison will make contact with program director, attend meetings whenever possible, and be a conduit for information and open

5 communication. Want PD s to have a voice on the Big Board that can assist, if necessary. New Business: Lee S. received a complaint from a parent regarding EVAA website functionality. This parent had a number of specific issues. Lee S. did some investigating and feels some of his issues were not necessarily valid. Lee S. did say there were some changes/fixes to the system that could be done to improve things. Discussion around a project to re-evaluate website functionality no action taken. Motion by George S. and seconded by Rosie L. to adjourn. Motion carried. Meeting adjourned at 9:03 p.m. Next meeting is scheduled for Monday, September 20, 2010 at AVCC, 7:00pm.

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