Board of Directors Meeting

1. Treasurers Update
Stephanie Clingan, Director/Treasurer

Minutes

Treasurer reported account balances.  Discussion was had about account split and making sure that donations were accounted for in our books as donations.  Board agreed that we should input all donations into donorbox, and use donorbox as the tool to audit account balances pertaining to donations.  Jason and Steph are going to work together to get donations from last year made current in donor box and audit accounts.


2. Venue Reports

Minutes

Discussion about league coordinator roles included the need for a league coordinator guide to be created.  Jason is taking point on creation of league coordinator guide and Bruce will work to help create the documentation.  Included in the creation of the coordinator guide will be league operating procedures/rules that will outline participant responsibilities such as finding a sub, procedure for when teams don't have the requisite players, policy for substitutes (revision from this year), timing procedures, etc...


2.1 RiverScape MetroPark
Jason Hillard, Director

Minutes

Jason is working to get a debrief and discussion about next year officially on the books with RiverScape.  Expectation is to have the same offerings, we will be requesting to split Thursday night into 2 1.5 hour sessions. No other news to report.


2.2 NTPRD Chiller Springfield
Bruce Clingan, Director/President

Minutes

Spring league complete.  Discussion was had around concerns that were raised during the league or other things that were noticed that could be improved.  One major concern is that the teams that consisted of newer players struggled and we think that this might have an impact on our ability to draw them back next year.  Considerations for implementing team creation rules for various leagues next year are being discussed.  For example if we have a Monday and a Wednesday league Monday would be sign up with a partner and have the partners paired into teams, Wednesday would be form any team you wanted.  At RiverScape this might look like no more than 2 CT members on a team on Tuesday night, no restrictions to teams on Thursday night.

Superfriendly is coming along well.  We had some people drop out because of injury and were able to procure people to fill those positions. Scraper transition is essentially complete.  Bruce is picking up to deliver on Friday when we go to flood.  Volunteers are good for the flood and morning ice making, still looking for some of the during event needs.  Matt U will be taking the afternoon on site and isn't playing, so he will be organizing people to do pebble, drag, and mop between games.  We are hoping to do better this year about getting things ready on Friday night so the scraper is built and water is all set up when we arrive on Saturday morning.  Food is purchased and in on budget.  Jason and Mike are taking point to make sure Draw leads and Check in is covered when the time comes.

Annual Meeting - Booked, Deb McCormick is confirmed to attend.  Still working on schedule of events.


3. Board Governance Restructure
Jason Hillard, Director

Finalize discussion about expansion and restructure of board.

 

Minutes

By-Laws updated to account for new At-Large director changes as presented, with only modification being to alter the name of existing directors (called core in the revision) to appointed directors.  

Bruce will make final revisions to By-Laws and post.

Bruce will announce changes and nomination process.

Mike H was appointed to lead 2018 Elections

Nominating process was discussed and approved.  Web nominations and paper nominations will be accepted until July 8 at Midnight.  After a nomination is received, Mike will reach out to the nominated party to ensure they wish to accept.  

Voting process will be finalized before annual meeting.

Jason will create nomination form to have in person at SuperFriendly, Bruce will build nomination webform

 

Result: Approved

Motioned: Mike Harwat, Director/Vice President

Seconded: Mike Harwat, Director/Vice President

VoterYesNoAbstaining
Stephanie Clingan, Director/TreasurerX  
Mike Harwat, Director/Vice PresidentX  
Jason Hillard, DirectorX  
Bruce Clingan, Director/PresidentX  
Aaron Prine, DirectorX  

4. 2018-19 Season Discussion

Minutes

2018-19 season is currently in negotiation.  Currently confirmed

  • Wednesday nights Fall NTPRD Chiller
  • Monday Nights March-May NTPRD Chiller
  • Wednesday Nights March-May NTPRD Chiller

Still waiting on confirmation

  • Tuesday Nights Winter RiverScape
  • Thursday Nights Winter RiverScape
  • Second draw in the fall time period

Need to get scheduling finalized so that we can start to build membership structure.  Membership structure has to be finalized and ready for release NLT July 22, 2018.  We already have members wanting to pay to secure their spots with concerns that demand will be very high.  We plan to have the option to accept payment at the members meeting.


4.1 Kettering Rec Center Opportunity
Bruce Clingan, Director/President

Minutes

Pat C and Paul R are working this down.  Still a lot of unknowns about this but they have been given free reign to schedule a fall league if they can negotiate acceptable terms.  Paul and Pat will handle venue coordination for this discussion.  

We agreed we need to give them a timeline when we need to have this finalized by before June board meeting.

In a show of support and partnership with Kettering Rec center, and due to the large youth base that they serve the board is going to pursue purchasing juniors stones and is committing to pay for half of the total project cost, not to exceed $7500, if appropriate grantmaking can be secured to cover the other half of the costs.

Motioned: Bruce Clingan, Director/President

Seconded: Jason Hillard, Director

VoterYesNoAbstaining
Stephanie Clingan, Director/TreasurerX  
Mike Harwat, Director/Vice PresidentX  
Jason Hillard, DirectorX  
Bruce Clingan, Director/PresidentX  
Aaron Prine, DirectorX  

5. Build Our House

Minutes

Postponed this discussion due to other pressing matters.  Conversations are still happening and there are active searches for property.

Result: Tabled


5.1 Building Acquisition
Bruce Clingan, Director/President

5.2 Fundraising Update
Jason Hillard, Director

6. Ongoing Business

Equipment purchase and fundraiser

Minutes

Equipment was delivered and works as intended.  

Fundraising was incredibly successful, very happy with how that worked out.