DRAFT
June 10, 2007 Overbrook Athletic Association Meeting at the Overbrook Public Library
Call to order 2:00 PM
In Attendance: Jason Hielscher, Johnna Simmons, Jim Koger, Sarah Morris, Kristine Meier, Mike Blood, Jon Brady, Clay Hielscher, Dana Workman, Craig Meier and Stephanie Ziegler.
Jason began the meeting with a directive for all of us to work together. He asked that we please address issues with the individual(s) involved. There was considerable discussion.
It was also mentioned that we needed to discussion concessions for the high school and legion games.
Treasurer Report:
Kansas State Bank beginning balance $8,552.93. Paid shirts, league fees and direct sports- leaving an ending balance of $5,812.75.
First Security Bank beginning balance $2,131.17. Paid Coke and O’Bryhims- leaving an ending balance of $2,810.18.
Outstanding bills include $575.14 to O’Bryhims, $7.52 to
Stephanie from Wal-Mart, and $10 to Jason for
Outstanding deposits include monies from the concession stand and a $44.25 SFT Umpire Concession Reimbursement from the high school baseball games.
Popcorn, Popcorn oil, and pop will need to be purchased.
Jon moved to pay the bills, Johnna seconded. Motion passed.
Fundraising Account balance is $4,399.71 of which $485 is bricks.
Jason purchased 2 bags of the excess pulled pork for $40. The $40 is to go to the Park designated as fields. The dedication lunch had a $237.61 profit.
Old Business
Shirts coming Keaner
New Business
Concessions After discussion Jim motioned, Johnna seconded that we pay $12 per game to Stephanie for the high school games and the legion games that she had already worked. The remaining legion games will be addressed later. Motion passed. It was also approved to pay Stephanie $300 per her contract. There is a possibility that we will have the concession stand open if Tim Moore holds a softball tournament in July. The board verified that it is a 2 game obligation for concession volunteers to get their $10 back.
Shirts Jim had asked Clay Hielscher to come to the meeting to discuss parent/coach shirts. Jason asked to begin the discussion by having the board members voice their individual concerns Jim completed item to compare Sarah bid process Jon not specific to these shirts but feels we should have a design ahead of time, no special washing requirements, be prudent and have a plan for extras and/or different options. We paid for one coach shirt per team, the rest should be Gildens. XL Sleeveless for Dana Workman
Discussion on paying for coaches shirts. Numbers on the front were at no charge. Different color ink would have given better results. Cheaper shirt big difference. White cracking is a drying issue. Questioned breach of contract due to contact outside of described. Did not really want to submit bid but did because Jason asked him to. Get the shirts to him by Friday at noon.
Equipment Clay indicated that there was a real shortage of used balls available for the teams. Other equipment shortcomings he has noticed are a lack of helmets, bats, and catcher’s gear. His catcher currently uses an adult glove that has a broken pocket.
Motion to accept Clay’s offer was made and seconded but did not pass.
We will pay $4.00 on each parent shirt/coach that he does. Please bring the shirts to Jim Koger
Clay left meeting.
Mike motioned, Johnna seconded to let CS Signs & Graffix out of the Soccer Shirt Contract. Motion passed. Mike to type notice for Clay.
Park update Jon
said that the Westar and Royals grants aren’t yet submitted. The Westar grant application would be
approximately $30-35,000.00 for fencing and concrete. He asked Jason to complete the team section of
the Royals Grant (# can include High School and Legion games) and give that
info to Jim. 4:48 PM Johnna had to
leave. There was discussion about the
grass infield- it was estimated by Jon
that it would cost approximately $200-$500 each spring to square the sod back
up. Jon also mentioned that at the
upcoming City Council Meeting (June 13th) he would be asking the
Council to ask Michael Coffman to look at the wording help!
We need to line up people to head projects such as the soccer field, getting bricks, fundraising fliers to coaches, crew to tear down and put back fencing, moving the scoreboards, leveling, reseeding, dugout additions (discussion about deepening and widening with back fenced in), sod installation (will sod be available this fall?). Jon will work with Jason to make list and set dates. Bricks- Ken Krause has asked the Girl Scouts to help sell bricks. The Girl Scouts will receive a percentage. No political statements on the bricks. Do we want to have a bronze plaque for our board and volunteers? Perhaps base it on labor hours?
The board indicated that the $100 donations from both Community Insurance and Carter Cordts go to the fields.
Sarah will send Thank You Cards to the people that helped us serve lunch on the park dedication day. We will also send them to the 3 trustees of the Pearl Stitt Trust. Mike motioned, Jim seconded that we give Arthur a $25 gift card from O’Bryhims for his help on Ball Park Clean Up Day. Motion passed.
Soccer Shirts colors are red, blue, yellow, grey. Sarah was asked by Jason to get 5 bids on Soccer Shirts. Jason would also like to dole out the soccer stuff.
Fundraising Jon committee head, Craig Meier, anyone else who is interested take ideas to committee. We to vote on ideas next time.
Motion to adjourn, seconded and approved 6:00PM.