Minutes Fayetteville Disc Association Executive Committee Meeting May 1, 2000 Officers will be referred to by their initials in these minutes: President, Kellie Rollins – KR Vice-Pres., Jeff Fowlkes – JF Financial Officer, Amy Eversole – AE Public Relations, Tony Porter – TP Tournament Director, Joy Endicott – JE Meeting called to order by KR– 7:16 all members present. Agenda approved Unanimously. Minutes from 4-3-00 approved with corrections. Financial Officer's Report: $4031.89 in the F.D.A account See attached Report. Dan Gabor Tournament Report by JE: Questions on Party to be answered by "Party Chair - Liz O'Connell" JE will make formalized list of questions & answers: Players in free @ Tares? Start time? Cost to Public? Door funds go where? JE to remind David Wise that the "Dan Shirt" needs to be presented at party. KR to present certificate to TD 8 Trophies ordered from Sam for winning team. Teams Paid List forthcoming. JE. to contact teams that participated last year but have not responded for this year's event. Phil Watson queried "What money goes to Dan?" All proceeds go to scholarship fund. This includes Tourney Fees, Party Proceeds, Raffles, Disc Sales, Any and All Donations. Phil Verbally Proposed "Money from door should go to FDA because FDA puts so much work into the event, the FDA should see some profit from the event" JF. Asked that this proposal be submitted in writing, and motioned tabled. JE. Pointed out that this year's sponsors were told "All proceeds go to scholarship" and should therefore be carried out in this manner. Motion that FDA will purchase any remaining Dan Discs @ cost; Motion Adopted Unanimously. Presentation Date of "big check" ~ tabled until June. TP asked what "Advance PR" he would be responsible for concerning the DG tourney. TP to create Party/Tournament Flyers on colored paper Due May 13th JE to get disc design to Tony for flyers. JF to print and distribute: 40) 8.5 x 11 Flyers for Dickson Street 50) sheets of 1/4 sheet flyers for players JF. will work with the Free Weekly and needs Advertisement JF will submit an article in conjunction with David Wise. Press Release ASAP from David Wise to Tony TP Motioned to purchase colored paper; Motion Adopted Unanimously. JE to connect TD with Merry Beth's Newspaper writer friend. Fundraisers: Springfest Report Profit of $1011.52, see Financial Officers report for breakdown. Improved location promised for next year. Good Presentation to Public to raise awareness of FDA. Disc Sales: Currently 174 discs for sale @ $10 ea. These same discs will be used for the "Discs for Kids Program" in August. The UPA Grants we applied for will be awarded in May. JF Motioned to set back 110 discs for program; Motion Adopted Unanimously. AE to negotiate selling the remaining 64 discs @ Soundwarehouse, Dark Star, Arsaga's, Elmo's & Tim's The Business may set their selling price, but we want $10 ea. TP offered to pay the extra $50 for the 50 excess mini discs he ordered & to pay the $25 not budgeted for the Springfest booth. JF Motioned TP be responsible for $50 and the sale of the other 25 minis at Play It Again Sports; Motion Adopted Unanimously. TP wrote a check for $25 over expenditure on Booth, + $25 for 25 minis which he is to take into his possession AE Motioned that we donate 5 minis to the Dan Raffle and use any remaining minis similarly @ Harvest; Motion Adopted Unanimously. Future projects: Concession Sales @ DG Tourney JE to check with TD & city to determine availability of concession area. Discussion on merits of time vs. profit & FDA vs. Dan funds. Motion that only DONTATED items would be sold ~ and Sign MUST BE POSTED stating that proceeds from concessions go directly to FDA, not Dan Scholarship fund; Motion Adopted Unanimously. AE to look into donations and volunteer workers for concessions. TP ~ Revisited "Ultimate-athon" @ FHS in April 2001. JE ~ announced availability of "huge popcorn machine" for future large crowd events, like Autumn Fest. Discs For Kids Program Report & Proposal by Kellie covered during "Disc Sales" Report on Kids Clinic FDA has been invited to come back May 22nd by Darla Gossey. KR cannot commit to this date. Phil Watson took the contact information and will look into organizing the next session. Will need 7 players to teach approximately 30 kids in each of the 2 sessions. Newsletter: Review of April newsletter and cost KR read big long list of what was wrong with this edition. List included: printing cost, lack of sponsorship, out of date information due to missed deadline, typographical and data errors, issue not dated or numbered. $47.77 printing of 2 page 11" x 17" format vs. the quoted $37.50 one page cost $ 2.00 labels for 5 issues $19.14 postage $68.91 6 issues would cost $414 Kellie's Proposals for newsletter format & costs: 1. 11 x 17 format on heavy paper only with sponsor 2. always on standard 8.5" x 11" paper, except 24 sponsors would receive heavy paper version 3. always on white standard paper including those to sponsors 4. on-line newsletter only Discussion on format pro & cons. AE asked who would be responsible for attaining sponsor? ~ TP is to be responsible AE Motion that we use the 11 x 17 format and get $50 sponsor for each edition. Motion Adopted 3-1, with dissenting vote from JF stating we should get sponsor for actual cost. Assignments & Deadlines for next edition All future issues will include an EC Contact section Next issue will be proofed by David Wise ~ send articles to him; Submission due May 15th; To Press June 7th; To be mailed June 8th. Issue to include results of June 4th General Membership Meeting. Fields: Report by JF Marshal Town Improvements were the only proposals presented to Fields Committee. Proposal included blading, tilling, seeding, watering & fertilizing the 11 Marshal Town fields. Cost of Fescue seed was estimated @ $2100, with overall estimate of $3000-5000. Phil & Liz to talk to U of A about Bermuda. Phil & JF to meet with City May 3rd to discuss donation from city & others Discussion of options & costs; Minimum money needed for Harvest & amount that could be pledged to fields project determined to be $2500 JE questioned the right of the EC to spend FDA money on non-guaranteed fields. Response was that the management of the club and tournaments were vested in the EC. JF Motion that we set $2500 as the good faith pledge from the FDA for improvements to Marshal Town Fields; Motion Adopted Unanimously. Adopt-A-Park report by JF Dates have been set and published in newsletter, 3 per year. JE to e-mail reminder to all players for the upcoming May 7th date. JF to look into coop with Horseshoe club, since they have the sign Adopt-A-Park sign in their name. Harvest Moon: Report by JE Still in need of fields. 11 Marshal Town Fields will severely limit number of teams: Max of 3 fields/ 7 teams for Women's Division Max of 8 fields/20 teams for Open Division - 4 pool of 5 teams @ 2 fields/pool Actual numbers of teams decision Tabled until after next Field Committee Meeting. JE Motioned that all future tournament & league fees be paid by check; Motion Adopted Unanimously. Report on Bands by TP Remaining options are Jacob Fred Jazz Oddessey, Kudzu Kings ~ $1500 with guarantee of another gig in town North Mississippi All Stars "cow slingers" JE to e-mail notice of NMAS playing @ JR's Sat., May. 6th # of bands ~ Tabled until next EC meeting Motion to limit band budget to $1500; Motion Adopted Unanimously. Deadline for booking band(s) ~ Tabled until next EC meeting Old Business: Winter League Lost Money Estimated @ (42 players x $10) + $10 (stop check fee) = $430 Discussion on options for back from past WL Director. AE Motion to ask Mike Chapman to pay back in full. Motion Adopted Unanimously. JF will talk with Mike Chapman about details of repayment. New Business: AE reported that the cost of a P.O. Box is $44 for one year. Motion to purchase P.O. Box for FDA's permanent address; Motion Adopted Unanimously. AE will execute this matter. AE also presented the unpleasant news that the FDA, as a non-profit organization , most likely owes back taxes for the 3 years since the association was established. John Schmuecker is to investigate this mater and report to the AE with the results of the accountants findings. Membership letter from Dave Renko Lengthy Discussion of Regional vs. Local & Inclusive vs. Exclusive, and out of town Teams. Discussion of Membership incentives and future discounts. Motion to establish FDA fiscal year as January 1 through December 31st and apply this to memberships; Motion Adopted Unanimously. Motion to allow anyone to play in Dan Gabor or Harvest, but must be current FDA member to play in Leagues: Motion Adopted Unanimously. Further Membership benefits discussion tabled until after the general Meeting June 4th. KR to mail out "FDA Thanks" to Springfest sponsors JE to e-mail "30 days notice of intent to amend Bylaws" for General Meeting June 4th . EC to have lunch meeting at common Grounds on Fri. May 19th @ 12:30 to discuss fields and bands for Harvest X. End O' Meeting – 10:53pm