Hollister Heat Board of Directors

Transcription

1 DATE: TUESDAY, OCTOBER 9, 2013 LOCATION: YMCA- (Old Fortino's Building) 351 Tres Pinos Rd. Suite A-201, Hollister, CA I. Call to Order The regular meting of the Hollister Board of Directors was called to order at 7:00PM on October9 th, 2013 with George Ramirez, President, presiding, and Ellen Miller, Secretary. Members Present: George Ramirez, Lupe Lejia, Ellen Miller, KC Wilson, Tina Garza, Erica Robledo-Dickens, Janna Esparza Members Absent: Max Sparrer, Sal Felice, Anthony Hazen Guests Present: Brian Newman II. Membership Address Brian Newman may possibly join board and coach a team. III. Acceptance of the June 11th Regular Meeting Minutes IV. Acceptance of the August 13th Regular Meeting Minutes V. No Meeting in July 2013 George: Last year s board did not approve June or August minutes and did not meet in July. Not sure if we should accept them as accurate accounting of what was discussed during those meetings. Should we accept them as the only known documentation? Erica would question if the financial statements are accurate and if there s a paper trail? Ellen- there are missing financial reports and last year s financial committee only met once last year. KC- nothing was reconciled against a bank statement. (Things were put in by month and not by what cleared in a bank statement.) There is also no documentation to back invoices up. KC also does not have a single deposit or withdrawal receipt. Lupe asked several times last year to have a financial meeting and that never happened. Biggest concern- Were things entered correctly? Motion: by Erica Robledo-Dickens that the June 11th, 2013 and the August 13 th, 2013 Meeting Minutes be approved as the only documentation available to this board and the accuracy of these minutes cannot be verified. Second: by KC Wilson Motion carries. 1

2 VI. Acceptance of Revised September 10, 2013 Annual Meeting Minutes Lupe would like to change it from saying that she asked the Black Jacks to contact Tina Garza, to Heat needed to contact her for clarification on field allocations. Motion: by Ellen Miller that the revised September 10th, 2013 minutes be approved. Second: by Lupe Lejia Motion carries. VII. Hollister Black Jacks Softball There was a miscommunication and the Black Jacks were here on Tues. They are interested in hosting a fall tournament. They are requesting to be able to use the Heat field as well as the use of the snack bar. Heat would not be involved in the cost or stocking of the snack bar. If they use it year after year, we would like to entertain talks of sharing costs and profits. It would be the Black Jacks responsibility to stock and man the snack bar. The proposed tournament dates are Nov 9-10 th. Andrew Barragon has been a very loyal sponsor of Heat. The only time he did not sponsor a team was last year because he was not asked to. Motion: by Erica Robledo-Dickens that the Black Jacks be allowed to have full use of the Heat field and snack bar for the duration of the fall tournament (Nov 9-10). Second: by Tina Garza Motion carries. VIII. President s Report Current Status of Heat One of the main reasons George came back was because he was worried about the league. We have a tremendous amount of work ahead of us to get peoples respect back. It is silly to not work with the Black Jacks. They exist because this organization pushed them out. Erica- no one is going to feed into the Black Jacks without Heat. We are dependant on each other and it only makes sense to bridge and mend. Ellen went through s and voic s. There were many that were not answered. Things like requests for reimbursements and fall travel. Much of the banking stuff has no invoices or receipts stapled to the wrong invoice. We need to get people back, encourage our players and coaches. People used to stay at the ballpark all day and watch other kids games. Last year this didn t happen because there was such a bad vibe surrounding Heat. The last two years of the high school, all those girls played together on Heat travel ball and what does that say about our program that the high school has won for 8 years straight. Non-profit status- talked to Mike Grace and we are good- next taxes are due Jan Break-in- will update from D.A. 2

3 IX. Field Allocations Heat Field is ours; we have a user agreement with the county. We are responsible for maintenance, fees, water. We cannot charge people to use the field because it is still a county field; we just have a user agreement with the county. The Black Jacks are also going to go to the county as a preventative measure to be an authorized user of the softball field. They have asked to be put on the Agenda for the next Vet s Park Commission meeting to submit an application to be an official user of the field. Black Jacks don t want to interfere with any Heat usage but want to be recognized as an official user of the field. If the Black Jacks are using the field for half the year during our off-season, then they should be responsible for any costs associated with the fields. George plans on attending the Vets Park Commission meeting. X. Financial Report Travel ball has a balance of $664. The problem with travel ball is that once Kaycee Day left, no one picked up the travel ball bank stuff from her. So everything was run through the main account. The only activity in the travel ball account is the $5 bank statement and refund checks being cashed. The main account has $39, We need receipts for everything this year. There were a lot of checks written to people that had no receipts or back-up. This year, absolutely every reimbursement will need a receipt or invoice before it can be paid. KC would like to update QuickBooks to a newer version. There are two bounced checks that need to be dealt with: $188 for DeBrito apples and $285 for a team sponsor (Mountain Oak Firewood). Erica: That parent is responsible for that money and should be held accountable. Maybe that means, not allowing their child to register until it is taken care of. Ellen will draft letters. There is an outstanding May invoice for Charlie Rose, $200 for sample jerseys and $800 for travel ball jerseys. Motion: by Ellen Miller to approve a check for $ for Charlie Rose to pay a past due invoice for travel ball jerseys. Second: by Janna Esparza Motion carries. Lupe: A lot of checks were issues with only her signature. The bylaws state that there must be two signatures and she had no idea that this was happening. She brought it to Shaun s attention; his response was that he couldn t get a hold of any other check signers. Lupe was not ok with this. 2 years ago there was a theft from our organization. $30,000 restitution has been awarded and she s ordered to pay $200 a month, however she s been paying more. So far, probation has sent us $400. Because of a glitch in the system, there is an additional $1200 that probation needs to send us. Because of this, we cannot generate an accurate budget to the board. 3

4 XI. Fields and Equipment Rental Michael Craig resigned. Awesome work by Sal. The fields look horrible, there are weeds growing everywhere and it has not been aerated. The Black Jacks are setting up a work day and Heat can piggyback off of them. Domain Renewal Janna: Do the 5 $ Motion: by Janna Esparza to approve a payment of $ to Network Solutions to maintain our domain name for the next 5 years. Second: by Ellen Miller Motion carries. XII. Lights on Parade Erica paid the fee. Helped with the Black Jacks float last year. Lights on Parade is the Sat after Thanksgiving Nov 30 th. Owe Erica s dad, Mr. Robledo $30. Maybe the Black Jacks and Hollister Heat can share a float. Motion: by Ellen Miller to approve a check for $30 to reimburse Juan Robledo for the entry fee. Second: by Janna Esparza Motion carries. We need to start thinking about where we can get a truck bed, does anyone have trucking friends? If we partner up, we can use the same truck entry as Black Jacks. XIII. Registration Advertising Start registration on Nov 30 th. blast; Newspaper; Schools Flyers; Lights on Parade; Movie Theater in the lobby; Papa Murphy s; Java; Banners; FB We should still utilize the school fliers as they are a great resource to bring in new girls. Motion: by Erica Robledo-Dickens to approve a budget of $500 for advertising by Tina Garza Motion carries. XIV. Open Agenda Tina- There are water puddles in the fields. Scott Smith left George a message and he has no problem helping w/field maintenance. Erica- Would like to know what the procedures for getting more board members. Once the current board has been set, the board must first pass a motion to increase the number of the board. The 4

5 President will then send a list of names to the current board members with the Agenda. Once those names have been sent, the board can vote on a new member at any future meeting. Janna- Inquired about the tournament. KC- Nothing Ellen- Did the letter to water resources get mailed out?- Not yet Re-keyed the fields?- Yes Brian- Possible board member. Lupe- Nothing George- Nothing XV. Adjournment Motion: by Tina Garza that the November 13 th, 2013 meeting of the Hollister Heat Board of Directors should be adjourned, Second: by Janna Esparza Motion carried. Meeting adjourned at 9:00PM. Next Meeting: November 13 th, 2013 Time: 7:00 PM Location: YMCA- (Old Fortino's Building) 351 Tres Pinos Rd. Suite A-201, Hollister, CA