MYA Lacrosse Board of Directors
Meeting Minutes: November 15, 2016
Position / Member / AttendedDirector / Bailey Gallagher / Y
Assistant Director / Scott Ward / N
Program Administrator / Jill Mitchell / Y
Treasurer / Damian Gunther / Y
Girls Coordinator / Kerry Sweet / Y
Boys Coordinator / Shari Vietry / Y
Equipment Coordinator / Jeremey Smith / N
Fundraising Coordinators / Rhonda Fleming / Kirsten Harrison / Y / Y
Instructional Coordinator / Katie Manahan / Y
Web Master / Shared Position / N/A
Member-at-Large / Not Required / N/A
ü Meeting called to order at 7:06 PM
ü Roll call (and introductions) completed
ü Approval of meeting minutes from the October meeting were accepted
Director – Bailey Gallagher
o Copy of bylaws was distributed
o Per the bylaws, Instructional Coordinator role has been reinstated
§ Voted Katie Manahan into this role
o Registration is open as of November 14th
o Website has been slightly updated – send suggestions for improvements to Bailey or Jill
o Asking folks not to manipulate the roster spreadsheet found on the website for the time being
o Open House: Wednesday, December 7th, 7:00 PM @ MYA Building
§ Asking coaches to attend to help answer questions
§ Please bring old gear to swap!
§ Will publicize on flyers, Facebook and email.
o Facebook page is being managed by Bailey and Jill – please send requests for posts to them
o Level 1 coaching certification needs to be updated every 2 years. Level 2 certification is only for Level 1’s who have coached for a minimum of 2 years.
o Bailey and Katie are planning to attend the US Lacrosse National Convention in January, and will simultaneously obtain their Level 2 certification.
o All coaching certifications will be reimbursed by the league.
§ It has been proposed that we create a travel reimbursement program for a limited number of coaches to attend the National Convention each year – motioned approved to vote at the next meeting, after Katie provides a detailed breakdown of what the program might look like
o Apparel: Board members and Team Managers to get shirts this season, while coaches will get shirts and jackets
o Motion to approve 1 scholarship for Tannah Blake (U15) – we will cover her registration fee
Assistant Director – Scott Ward
· Not in attendance
Program Administrator – Jill Mitchell
· Email Distribution Lists – please refer to email that was sent
· Flyers – Received approval and quantities from Superintendent’s office
o Quote from PaperGraphics is $154 – board approved
o Will distribute 2,450 total copies to the schools (K-8) on Monday 11/21
Treasurer – Damian Gunther
· Treasurer’s Report: Cash in account $13K YTD; still need to close out old TD Bank account; $18K in money market that we cannot let sit much longer and we need to vote on how to allocate soon
· Registration Fees: $165 Early; $190 Regular; $140 Multi-Child Discount (includes uniforms)
· Insurance: Working to get binder with Accord current, as ours expires end of 2016
· Paid annual website fee; need to pay field mowing fee from last season still
· Send invoices to be paid or reimbursement requests to Damian in writing – SAVE RECEIPTS!!!
· Hampshire Hills has agreed to same rates that Bedford SportsPlex offered last season, which is going to be a significant savings
o Best field availability in March, limited in February
o Damian will email the date availabilities to the Board to compare to what is scheduled at the SportsPlex
o Hampshire Hills will offer a discount to be applied next season for paying in full
o Nothing has been paid to Hampshire Hills or the SportsPlex yet
o Motion approved to evaluate possibility of utilizing both facilities at the next Board meeting
Girls Coordinator – Kerry Sweet
· Current registration fee covers existing uniforms; should we decide to change uniform designs/choices, it could impact cost that would need to be offset by the league since registration is already open and fees are set.
Boys Coordinator – Shari Vietry
· Would like to evaluate and closely monitor uniform order/distribution process this year with the possibility of making changes for the following season
Equipment Coordinator – Jeremey Smith
· Not in attendance
Fundraising Coordinator – Rhonda Fleming / Kirsten Harrison
· Fundraising goal is technically $9K, but registration goal is low and we will likely exceed it, meaning we can use those funds to offset the pressure put on fundraising
· Bailey to send apparel store contact and link info to Rhonda and Kirsten following this meeting
· Apparel store purchases include a mark-up fee to be used as a fundraiser
· Thinking about selling MYA LAX car stickers/magnet for a profit
Instructional Coordinator – Katie Manahan
· Brian Miller is going to work with Katie on a new player clinic and offseason skills/training plan
Upcoming NHYLA Meeting: Thursday, November 17th @ 7:00 PM
Upcoming MYA LAX Open House: Wednesday, December 7th @ 7:00 PM
Upcoming MYA Executive Meeting: Thursday, December 8th @ 7:00 PM
Upcoming MYA Lacrosse Board Meeting: Tuesday, December 13th @ 7:00 PM
Motion to close meeting at 8:50 PM