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2007-08-07 Board Minutes

PADA Board MinutesAugust 7, 2007 In Attendance:

Stacy Huffstetler

Peter Knappenberger

Tim Johnson

Beth Pfeiffer

John DeOliveira (Goat)

Clayton Coltman

Rob Olson

 Not Able to Attend:

Gina Wherry

Erin Nelson Meeting Agenda:1)      Quick Updates2)      Bookkeeper Position Details3)      PADAnews and Communication4)      Field Maintenance5)      PADA paid membership Voting:

1) Voting on whether we should open a sponsorship page to accept sponsors: 5-0.

2) Minutes from the last meeting were approved with a name spelling correction: 6-0. 1. Quick Updates:
    • Mosh TD – We will ask Cassie and Pete if they are planning on doing Mosh TD. Clayton is willing to help if needed. Clayton will talk to Cassie and Pete.
    • Halloween Hat – Rob will coordinate this with the Juniors for a Juniors fundraiser. This would occur on the Sunday of the weekend before Halloween instead of the Saturday as the Cat in the Hat tournament happens that day.
    • Thanksgiving Hat – Knappy and Sandy will coordinate this as a fundraiser for Jared Hess.
    • Summer workday – It is this upcoming weekend, August 11th or 12th. Goat will be there for it. It will be from 10-2 on Saturday.
    • Fall League – City, Core and Full –Andrew Saltz; Suburbs – David Baker, Jersey and order for the discs are in and the website registration is up. The template for website registration is up and this will be easily ready to go in the future. Starting on the 9/4 and finals at Edgely. Concerns about gender ratio – having enough women for Suburban league. This is an issue that be discussed more thoroughly in the future. We will send an encouraging e-mail to the suburban captains to encourage them to recruit more women for their teams.
    • Sponsorship Update – Concerns were expressed about whether we should keep it to items versus money with our non-profit status. Tim is inquiring about this with other non-profits and thus far has found that accepting money is fine for the mission of the organization. As long as we have an organized method for collecting the funds and what they will get for these, it seems to very acceptable for sponsorship. Tim will affirm that this is legally acceptable before we actually accept sponsors. Goat will have the official proposal for the levels of sponsorship.

  1. Bookkeeper Position Details

Perky said she would stay on as bookkeeper and Stacy and Lindi will have check writing abilities. Perky is opening an E-Trade account and switching from Commerce. This will allow us to write checks on-line. Lindi and Jon Francis will work to update the bookkeeper position.

 
  1. PADAnews and Communication

There have been occasional issues of appropriateness with the communication. This was discussed and we will make sure in the future that it is more appropriate. We will have one person such as the WMC, the President, or Vice President will work with the communications person to review the postings.

 
  1. Field Maintenance
    • Leveling the field – Jon got a quote for $9000. which he thinks will be acceptable to Fred Hubbard.
    • Sprinkler system – This is also needed for to maintain the new field if we do the work as well. Two to three times a day per for the season is needed. It would be much less work and volunteer time needed if we focused on the one new field. We will send an e-mail out to community for volunteer.

We need to decide on this by the next board meeting as these items should be addressed in the fall. We need the following information to make the decision by the next meetings: Item by item of what the $9000. entails, get a second bid, and target certain people to work on the sprinkler system. Clayton, Goat, and Tim will pursue extra bids.

    • There is a gigantic hole on field 5. We need to fill this. Goat will take care of this.
5. PADA Manager Position 
    • Brainstorming of Ideas of why we need this or would benefit?

We have made significant capital investments that need to be followed up on.

We have spend a lot of time doing work for PADA and this would take the time investments of the volunteer.

The board spends a great deal of time dealing with the next event instead of looking at the larger purpose, mission, and strategic plan for PADA due to this.

Things would be completed more efficiently.

Lindi’s current position was developed with the intent that all the work would lead to a PADA Manager position.

PADA should be the overarching umbrella for all things ultimate in the Philadelphia region and grow ultimate.

It is a shift to a professional organization.

We can run more tourneys for more profits.

 

The majority of the board decided that we should pursue gathering further information in order to determine if we should hire a PADA manager in the future.

 
    • What information needs to be gathered?

Job description

Part-time and Full-Time

Financial analysis – Treasurer and research on Salary and Benefits

On-going funding feasibility

Input from community and major stakeholders

Input from other organizations that have done this (i.e. Ottawa manager and others)

Needs analysis – information from Lindi (hours spent, relationship to development)

Projected dates

 
    • Committee – Lindi, Beth, Jon Francis – we will brainstorm others for the committee and include 2 of the new board members
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