Minutes

Eclipse Board Meeting 10-21-2007, 5-6 pm

Noel Wien Library

 

Meeting Started at: 4:07 pm Meeting called to order by Larry Bright

Members Present: Larry Bright, Anita Simpson, Pips Veazey, Rebekah Cadigan (newly elected Vice President), Sue Signor (newly elected Treasurer), Greg Gibson, Sue Bishop, Bev Luoma, Brian Luoma, Bill Black, Kathy Port, Rob Solomon, Janet Schaefer, John Cadigan, Mary Shipman, Linda Olson, Melissa Niedulf.

 

Review of Minutes: Kathy Port made a motion to approve the 9-16-07 Eclipse Minutes. Sue Signor seconded. All in Favor. Motion Passes.

 

Financial Update: Kathy Port provided an updated financial report to the Board. The only change since the October 14th AGM meeting was that Nicole gave a check to Kathy for $8,670.00 for this past summer’s Club raffle.

 

 

Old Business:

 

  1. FYSA Update: Brian Luoma has nothing to report.
  2. Contract Approval: a) Accountant Contract – Larry Bright opened up the discussion setting the background and confirming to the Board that at the AGM on October 14th, an advisory vote was made regarding the raising of club dues in primarily because of the rise in tournament costs (each team has the option to attend 4 tournaments), the increase in per diem/travel costs for coaches and the need for a club accountant to do our books. Pips Veazey has been negotiating with Freeman and Associates regarding a contract with the Eclipse Club. The proposed contract would be approximately $5,000 to include: three training sessions for the team treasurers, including a template for them all to use; taking care of all the billing, deposits, consulting and Profit and Loss statements monthly for the Board Meetings. This amount also includes the 2007 tax filing. Sue Signor, the new club treasurer will be the liaison between the team treasurers and Freeman & Assoc. Sue and Tom will work out the details on how the relationship will work out, expecting to work together every two weeks. A written contract is still being worked on. Greg Gibson made a motion for the Eclipse Club to enter a contract with Freeman and Associates to take over our accounting needs as outlined in the contract. Kathy Port seconded. All Approved. Motion Passes. As a follow up to the accounting contract approval, Kathy Port made a motion to increase club dues by $25/per player to cover the newly approved accounting contract. Bill Black seconded. 15 Approve, 2 Abstained. Motion Passes. Uniform Contract: An update on the uniform contract was provided by Larry Bright. At the September Board meeting it was discussed to go with Eurosport to order all of our team uniforms. Since that meeting, Greg Whisenhant with Beaver Sports has agreed to match the Eurosport offer to include ordering of uniforms, embroidery, number transfers and keeping uniforms orders together as a team. Beaver Sports will also keep a few extra unforms of the various sizes on hand. The uniform package price will be between $195 - $225. Members at the meeting agreed that giving local businesses a chance to fulfill our uniform orders is the right thing to do, and also that Beaver Sports has been working with our club for many years. Kathy Port made a motion to accept a one year contract with Beaver Sports to handle our team uniforms. Sue Bishop seconded the motion. All approved. Motion Passes.

 

  1. Club Dues: Kathy Port gave a brief summary of how the yearly club raffle money is deposited each year. In essence, the monies that come in to the club from the raffle is usually deposited after the fiscal year ending September 31st, sometime after Oct. 1 to be used for the upcoming season. We have been averaging a profit to the club of about $8,000 each raffle. Kathy suggests that we have a cushion of money in our account in case of overages, as we have seen in this past year, and the year previously due to tournament increases, club clinic losses, and gym time losses. Kathy said when the club first started 10 (?) years ago, that club dues were $85.00. Kathy then reminded the Board that membership dues which are currently $125.00 have not been raised in 5 years, and we are not keeping up with increasing costs. Membership dues have been kept at a minimal amount for years. Kathy Port made a motion to raise the membership dues to cover the increase in these costs by another $25.00, in addition to the $25.00 for the accountant contract – thus a total membership due of $175.00 a player. Rob Solomon seconded. Discussion: Rob Solomon proposed that only three tournaments be paid instead of four, particularly in regards to Far North Tournament. However, Kathy did inform the Board that over 12 of 17 teams did indeed participate in the Far North Tournament. Giving teams an option on tournaments would be a nightmare for the teams to collect tournament fees and to get paperwork into the tournament directors and that we should keep 4 tournaments as a part of membership dues. 15 approved, 2 abstained. Motion Passes. Another motion was made by Kathy Port to make the dues for the 2007-2008 season due from all players from October 31st to December 31st. Pips Veazey seconded. All in favor. Motion Passes. Larry Bright to send a note out to all team managers, treasurers, coaches, informing players that club dues of $175.00 is due by December 31, 2007.
  2. Dates for Raffle – Postponed to next meeting.
  3. Support for Volunteers (scholarships) – Postponed to next meeting.

 

 

New Business: No new business on the agenda.

 

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            The meeting was adjourned at 5:00 pm.

 

 

The next meeting will be Sunday, November 11th, 4-6 pm at the Farthest North Girl Scout Office on Old Steese.