Monthly meeting of
Minutes of the
Board of Directors Meeting
Members in Attendance
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Present President Jeff Chambers
Present Executive Vice president Janet Gargan
Present Secretary Rosa Kowalski
Present Treasurer Maureen Merritt
Present Registrar
Present Compliance Officer Charlie Martins
DIT Director
Present Director of Publicity Bob Gilmore
Present Vice President of Operations Greg Unczar
Present Fields and Equipment Director Rich Sterchle
Not present Safety Officer Chris George
Present President of Travel Loren Rocker
Excused Player Development Travel John Barrows
Excused Boys Travel Program Director Frank Missett
Not present Girls Travel Program Director Al Gianetta
Present U16-U19 Travel Program Director Dave Kamens
Present Vice President of Intramurals Tracy Smith
Present Player Development Intranural Many Lopes
Present Intramural Tournament Director John O’Connor
Present U10 Boys Director Brian Jordan
Present U10 Girls Director Mike Blanch
Not present U8 Boys Director Frank Rossito
Not present U8 Girls Director Dave Thomson
Not present U7 Boys Director Kevin Wood
Not present U7 Girls Director Kerry Enos
Special Events Director Open
Diane MacInnis
Bob Gabel
Brian Harrison
Brian Lejevne
Brian Jordan
Pam Crum
Mike Pelletier
Call to order
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·
Meeting called to order at
President’s introduction
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· Thanks for coming tonight. We have a new board and this is our first meeting. We have a lot of challenges ahead of us. We will miss Jeff MacInnis, Neal Hovey, Diane MacInnis, Brian Harrison, and Tom McNulty. A lot of people will have to step up to fill their shoes. I am very excited about this “new” board. Our focus is to make the DYS program for the kids.
· Terms of communication – we have to work together. We need a lot of planning and setting goals. All intramurals need a standard player evaluation (U7-U10) format and we need to base it on Dave Kamen’s form.
· Intramurals – need to work on how to instruct coaches, make sure the due date of ratings are enforced and they should be validated out of the age group.
· U10-U12’s ITC ratings are very important. Few coaches take it seriously.
· Travel – a lot has been improved, the major component was coach’s ratings. We need to look at who is evaluating. Do we need outside evaluators? Maybe we shouldn’t go with one single vendor, open it up.
· We need to operate under a VP of umbrellas, instead of working by ourselves.
· Budgets
o Finance committee need to be approved
o committee heads
o 1 week by-laws change, New Year’s Eve is the dead line.
o Long term committee, not a by-law committee but it’s very important, it needs to be activated. We still have some long time planning to do.
· Fields
o Storage at Gates issue has to be resolved
· Brian Harrison asked about the past president’s gift? Maureen replied that she wanted to speak to Diane MacInnis first to get some ideas and she has. Jeff MacInnis will be getting something soon.
· By laws proposals need to be done with a 7 days notice.
o Charlie Martins wants to add something to the by-laws about self dealings. There have been some financially have benefited being with DYS that are on the board. There are no provisions on our by-laws to discourage that. Article IX must go to X. We need to be careful of cross pollination within the organizations. Charlie said that we should always have this. We are not in violation, but we should have a conflict of interest in our bylaws.
o Jeff Chambers said that we should be open about things.
o Charlie adds that we do not want to discourage people in helping us. We just need to know.
Secretary’s Report
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· Previous meetings minutes tabled to next meeting
Treasurer’s Report
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· Maureen gave the finance report for the month of November.
· Dave Kamens asked if we should allocate some money to the pennies that were lost at the Gates fire. The cost is $3/per pennie and we need at least 200. This amount should not exceed $600
o Jeff Chambers makes a motion to approve the cost, Loren Rocker seconds the motion. Mike Blanch and John O’Connor abstained from the motion. Everyone accepts the motion
· Sharon Clement makes a motion to accept the Treasurer’s report, Manny Lopes 2nds it. No oppositions.
Travel
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·
Loren Rocker needs all rosters and ID’s @
· January 1st is the discount deadline.
Registration
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· Sharon Clement attended a 30 minute course for sports pilot. She will sit with Diane MacInnis to set up for the new registrations.
·
Jeff Chambers got his 1st call as a
president from a
· Maureen Merritt is still trying to collect some uncollected fees from families.
o Letters
have gone out by
o Calls have been made
o There are some special circumstances that she is looking into
o Payment plans have been initiated
o Hardship case vs. change of heart
· Diane MacInnis stated that it’s always a case by case situation.
Festival
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· The festival raised $6,700 for Operation Troop Support. They tried new things, Champions provided food for the event and it was very good.
Intramurals
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· Tracy Smith stated that there are new tryout forms for U10 have been done.
· Many wants to put in an indoor training for U8 & U10 at the Armory. This is what he is proposing. He has 19 kids interested in the program.
· Manny also has asked a U7 mixed of girls and boys, but these numbers are low.
· Jeff Chambers asked if this was a DYS program. Manny replied that it was strictly funded thru parents, no cost to DYS.
· Brian Harrison made a point that we include all age groups and the days are equal. Manny Lopes said that he has.
· Jeff Chambers made a point to say that this should be across the board for all ages. No exceptions.
· Manny Lopes said at this moment they are proposing this idea and it’s not mandatory.
· Jeff Chambers wants the winter proposal to come back to us at the next meeting.
Publicity
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· Bob Gilmore has a deadline
o Touch line – using it more?
o He wants to use flyers to help with the numbers
o He wants to take a survey on how the league is doing. Take some input.
Goals and objectives.
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· Please think what the goals are and the connection in the budget process.
Old Business
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· Special events – dances. Jeff Chambers it’s okay to run an event and break even.
· Bob Gilmore nominates Mike Pelletier to be the special event coordinator, Mike Blanch 2nds it. All in favor, no oppositions.
· Please e-mail ideas before meeting
· Breakers Season Ticket Renewal
o Should we do it? The cost is $814.50 for 4 tickets
o Loren Rocker asked if we used them. Janet Gargan said that were always used and the tickets also included parking pass.
o Diane MacInnis wanted to know if games were posted on the website. Janet Gargan said that the tickets would always go so quick that they wouldn’t make it to the website. Bob Gilmore would do an email out to the DYS families and the response was quick.
o Diane MacInnis asked if the same families used them. Janet Gargan replied that there were no doubles.
o Loren
Rocker makes a motion to approve buying Breakers tickets.
· Jeff Chambers got an e-mail from the Lacrosse coach about giving our e-mail list to them because the numbers are real low. Jeff got responses as follows:
o People were concerned if this would be reciprocated
o Is there an age group conflict?
· Jeff Chambers commented that this is difficult request because the individual who wants it is a DYS coach and he is also on the Lacrosse board
· Charlie Martins and Frank Rossito talked directly about the situation and said that we should not do it. The information is private and not public.
· Manny Lopes makes a motion to tell the coach why not we are doing this, Maureen 2nds the motion. Bob Gilmore and Sturchill oppose, all others agree.
· Jeff Chambers wants to table in town referee program.
· DIT appointment
o Jeff Chambers nominate Janet Gargan to be the DIT director
· Kerry Eon wants to be active in the DYS, Jeff Chambers appoints her as U6 coordinator.
o Loren Rocker makes a motion to approve and Sharon Clements 2nds it.
· Committee formation
o ITC/travel chairs, members of travel
· Finance committee
o Treasure can not chair
o Restricted only by board members
o Chair? Loren Rocker wants to chair? No conflicts?
· Long term planning.
o Maureen Merritt agrees to roll into the finance committee
· Intramural Committee
· Fields Committee
· DIT Committee
· Scholarship Committee
· Website Committee
o On going maintenance
o Options update, interactive
o Review contents
o Policy statement
·
· Budget Prep
o All money requests due to Loren Rocker by 12/15
Adjourn
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Respectively submitted,
Rosa Kowalski, Secretary, DYS
Minutes prepared by Rosa Kowalski, Secretary, DYS
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