Regular Board Meeting of October 12, 2014
Board Members/Public present: (Underlined – voting members)
Andrew Rost
Kim Fickett
Wendy Mitchell
Jennie Franceschi
Amanda Mclaskey Janice Jensen
Members excused:
Members Absent:
Mike Eugley (2)
John Young
Jeff Guerette, Danica Rancourt, Damian Dow
Penny Kerwin,
Andrew Rost, President called the meeting to order at 4:30 pm at Westbrook Public Safety Building
Conference Room. Items discussed not necessarily in order of meeting:
1) October 25th Last game of season
a. Jennie to coordinate with each division to get a division picture under the banners
to give to our sponsors.
b. Need timer as Andrew is out of town– Rick? Michelle?
c. Hand out Hose company plaques during the Oct 25th Mites game. WHO TO DO
THIS???
2) End of Season Tournament – Flag
a. Kim has coordinated a subcommittee to work on the event.
b. The event is scheduled for Oct 26th 9 am – 1 pm.
c. Danica has 11 teams confirmed to participate. (3-Portland, GNG, Scarborough, 2Falmouth, 3-Westbrook) $640 in reg fees to collect, $680 in t-shirt costs expended
d. T-shirts have been ordered (3 flag sponsors are on the backs of the shirts)
e. Amanda to reach out to sponsors to invite to the event – give a plaque to each.
f. Kim to get plaques made for the 3 flag sponsors.
g. Amanda is working on fundraising items to conduct at the event. (ball toss, 50/50,
Fall Classic Photobooth)
h. Jen Wescott will coordinate the shack/fundraising volunteers and crockpots.
i. Wendy – provide Jen a breakdown on the shifts/volunteers needed to staff the
shack.
j. Kim to reach out to Jeff G on getting high school kids to be refs and help with the
fundraising events.
k. Need a timer volunteer/Announcer? Table at mid field?
l. Kim to finalize schedule and get times to teams ASAP. (Ensure there is break
time between games to allow for exchange of teams)
m. Awards – Sportsmanship awards?
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3) Equipment return
a. Each coach is required to collect equipment on the last practice (practice shirts)
and after the last game on Oct 25th – Jennie to send out email to notice parents.
b. Each coach must have a list to check off each kid to ensure we can give back their
deposit.
c. List must be provided to Kim immediately after the Oct 25th game so she can
being to assemble the refund envelopes.
4) 2014 Banquet
a. Sunday November 2nd – 4 pm to 6 pm
b. Jennie to call Middle School or High School to get Café
c. Pizza from Pizza Time – Kim?
d. Wendy to bring all drinks and chips from the shack.
e. Parents donate desserts – Jennie send email once confirmed
f. Equipment return deposits
1.Kim to set up the same system Penny did last year with envelopes with the $25
in each ready to hand out to parents.
2.Parents will be required to sign the sheet. No deposits will be given to
children.
3.Kim & Janice to man the table
g. Awards
1.All kids to get the medallions – Mike to pick 3 different themes one for each
division (Flag-24, Mites-34 & Pee Wee-32)
2.Flag – 3 Tuffy Laffin sportsmanship awards (Trophy depot)
3.Mites allowed 2 Rising Stars and up to 4 Tuffy Laffin sportsmanship awards
4.PW allowed 2 Rising Stars and up to 4 Tuffy Laffin sportsmanship awards
5.6th Graders to get the sweatshirts – 14 total kids
a. Sweatshirt to be same as what was sold in the WYF apparel order except
that it will be a black sweatshirt with the Carolina blue & white
embroidery for the logo on the chest and the Carolina blue for the childs
last name and number on the sleeve.
b. Janice to get sizes/verify numbers from the 6th grade parent during
Monday’s practice
c. Wendy to order once sizes are determined
h. Plug for the Winter program during the presentation
5) 2014 Coaches wrap-up meeting
a. Sunday evening 5 pm November 9th – looking to coordinate the event at Fajita
Grill – Jennie to send out email to the coaches & board
b. Andrew to reach out to Fajita Grill to see if we could have the front corner of the
restaurant.
c. Provide forum for coaches to give their feedback on the 2014 season and what we
can improve upon for 2015.
6) Future Board Positions
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a. There has been much discussion about expanding the board due to the increase in
work load as well as the interest of parents who would like to participate.
b. Kim suggested we look at elimination of the VP and add in two VP positions to
be VP of Flag and VP of Tackle.
c. Most of the members felt there was value in bringing on additional members
especially with the Flag program being also a Winter activity.
d. Jennie suggested that John Young has expressed an interest in being involved
especially in areas that related to league activities and field organization.
e. Andrew mentioned that he did like the idea of the VPs he would suggest we
organize things differently. He still sees the value in keeping the current VP
position as the “stand in” for the president and as the person in succession. He
would like to see the point people for tackle and flag be new “Director of Flag”
and “Director of Tackle”. This way parents have a point of contact to deal with
issues related to that specific group and if needed things can be brought to the
level of the president.
f. Andrew thought that some of the current positions may need to be renamed to
more reflect their role – ie. League Coordinator could be titled “Registrar” as that
is the bulk of the by-law roles for this member.
g. Kim will review the old by-laws and the new ones and give out the by-law roles
to each member for that member to edit with the actual roles that we are doing.
h. Prior to the December meeting, the new positions that will be up for election will
have appropriate roles assigned and parents can apply for these positions.
i. Additionally, the by-laws will need to be updated to be consistent with the new
SMYFL division lingo (Pee Wee, Mites) and to include Winter flag in the
language.
7) Financial:
a. Kim provided an updated summary of our financial state. Our fundraising efforts
have not been as high as expected and our expenses have been more than
anticipated due to the requirements of the league so we are currently behind on
our 2014 budget. However, once that the snack shack deposits the revenues, the
number will look better.
b. Kim has discovered that we can be a sub-501c3 under USA football through
AYFL whom we pay our dues to. This would avoid the major application, fees
and the wait. It is a simple form that AYFL sends to the feds on our behalf and
we are then given the status as a 501c3.
1.Motion by Jennie/Second by Kim to allow Kim to move forward with securing
a 501c3 status for WYF through AYFL.
a. No Discussion – Vote: Unanimous passes 8-0
8) Parent volunteers:
a. Wendy will continue to work with the Volunteer Spot to get shack coverage.
b. For each home game per division, we need Chain duty (3 people) as well as timer (1).
c. All scholarship individuals have been approached on signing up for items. 3
individuals have not done any volunteer time. Kim will approach these folks.
9) Cornelia Warren Grant-Field improvements
a. Lighting project – done
b. Timer project – Done
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c. Bathroom addition – ground work and painting left to be done
10) Fundraising – Amanda
a. Amanda is working on the “Crop for a Touchdown event”
b. Amanda has coordinated with Papa John’s for a fundraising night where they will
donate 20% of all proceeds to WYF if you use the code. Amanda will pick a
weekend that will work. The board asked if Amanda could ask for two nights or
maybe a week at a lesser % match?
c. Dick’s Sporting Goods Sponsorship- Andrew still has some gift certificates
remaining to utilize on equipment
d. MAF – Amanda
1. Amanda has met with Andrew at MAF
2. Prize money has been handed out. Sweatshirts are on order.
3.Amanda to continue to coordinate the collection and return funds & unused
books to Andrew at MAF
4. 3 pictures are being held for amato’s books – Griffen Hawkes, Aiden Taylor &
Brice Lyons. Kim to send out email to these folks.
e. Banners – Amanda to pick up last 2 banners at Full Court Press (Harnois &
Boucher)
1. WEBSITE LOGOS – need to coordinate with Andrew on getting logos on
site. Take photos of each banner to get up on the site ASAP.
f. Wendy -Fan apparel
1. Second order submitted – waiting on arrival
2. Suggestion: Can Xtreme post the items to our website for folks to purchase
year round? Could be a slightly higher charge as they would be special orders
but could be available at any time to our members. See Thornton Academy
site.
11) Miscellaneous items
a. Kim to coordinate with Port city Photo to get plaques made up for the Hose
companies and for the 3 flag sponsors.
b. Kim to follow up with Damian on Jason Delassandro’s pictures
c. Equipment needs1. Mike call Xtreme to get placards for back of new jerseys. Tell kids to bring
jerseys into practice and Jennie & Wendy to adhere the placards on the shirts
during practice.
d. Weight limit Pee Wee Group – item for discussion during Winter meeting
e. Rental Space -Mike has been working on getting rental space for our equipment
with a business on 302. They have both heated and non-heated spaced. Mike has
offered that if they can provide us discounted space that we would advertise their
business on our field. Andrew advocated for heated space. Mike to follow up
with more details.
12) Adjournment Motion at 6:40 pm by Kim/2nd Wendy– Vote: Unanimous all in favor
Next Regular Board meeting: November 9, 2014 5 pm – Location: Fajita Grill
Coaches wrap-up meeting
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Meetings will be held generally on the Second Sunday night of each month however the board
reserves the right to schedule mid-month meeting as necessary.
(Minutes stated are in summary form and not verbatim)
Action Items from 10/12/2014 meeting or before:
 Andrew – Confirm with Fajita Grill on Coaches Meeting on Sunday Nov 9th at 5 pm. – let
Jennie know to notify coaches.
 Andrew – SPONSOR LOGOS on website - need to get uploaded ASAP
 Andrew - Field items to be looking into – flag pole, PA speakers
 Andrew – Flag Football start up date? – Registration? Location?
 Andrew – Purchase Dick’s related items? Use up certificates for Winter Flag?
 Andrew - Contact WCC about leak in storage shed
 Andrew - Send out equipment video to the parents group
 Kim – Coordinate Fall Flag Football fall classic – work with Danica & Amanda.
Get game times to teams ASAP once schedule is finalized.
Contact Jeff G on use of High School Players as refs (need 2 per game – 4 at a time,
run shifts from 9-1? – additional help for the fundraising games if available?)
 Kim – Port City Photo – Sponsor Plaques – 1 per hose company (Mites Division Picture)
and 1 per Flag Sponsor (each team picture)
 Kim - will follow up with all scholarship individuals to ensure they meet their required
volunteer time. (3 folks that have not volunteered at all)
 Kim - Order Pizza from Pizza Time for Nov 2nd banquet
 Kim - Equipment Deposit envelopes ready for Nov 2nd
 Kim – Send out bills for Amatos books
 Kim – follow up with Damian about Jason (Jonathan) Delassandro’s pictures – did they go
to the Mom?
 Kim – Provide by-law roles to members for review and editing
 Kim – put together list of board members up for vote – provide to Jennie for emailing to
parents
 Mike– Get placards from Xtreme to place on jerseys – email team to bring in jerseys to Tues or
Thurs practice for Jennie & Wendy to adhere to the jerseys
 Mike - Order end of season awards for banquet
 Mike - Updated roster list to George Tasker – to the Roster email address
 Mike – Equipment storage:
o Current storage building lock is questionable – might it make since to install a better
lock? Additional Keys need to be made up for members needing access. (Mike looking
at storage unit businesses – Uncle Bobs seems promising – Mike will follow up)
 Damian – Coordinate 3 parents from the Pee Wee group for the Oct 25th chain gang & timer
 Aaron – Coordinate Fall Flag Football fall classic
 Aaron – Coordinate with Danica on outstanding registration issues
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 Janice – Website/Facebook (WYF page, Westbrook Parents Page & WCC page) Update
o Post Series of email Jennie will send out to the parents on end of season items
o Crop for a Touchdown event
o Next meeting Oct 12th 4:30-6:30 Westbrook Public Safety building Conf Room
(Please park in gravel lot across the street)
 Janice – Assist Amanda in Amato’s collection
 Janice – Work the refund table with Kim at the banquet
 Janice – 6th Graders sweatshirt sizes/jersey number confirm to Wendy for ordering
 Danica - Coordinate Fall Flag Football fall classic – work with Kim & Amanda
 Danica – Follow up with medical incident forms
 Wendy – 6th graders sweatshirt order – once information is provided by Janice
 Wendy - For Flag Classic 9-1pm – provide numbers and shifts needed to fill shack to Jen Wescott
to get the volunteers.
 Wendy – Banquet – drinks & chips from shack need to be brought to the cafeteria
 Wendy - 2nd order fan apparel
 Wendy – Coordinate volunteers with Volunteer spot for Shack Coverage
 Wendy - First aid/CPR training for coaches – how could we put together a coaches course?
 Jeff – Coaching High School team
 Amanda - Banners – continue to pursue sponsors who have banners with us.
 Amanda – Coordinate Fall Flag Football fall classic – work with Kim & Danica. (Fundraising
events)
 Amanda - Contact Flag Sponsors to invite to the Fall Classic (Find out what time they
will be there so we know when to give them their plaque)
 Amanda - Amatos books – coordinate the collection (Janice to assist)
 Amanda – SPONSOR LOGOS on website - need to get uploaded ASAP
 Amanda – Coordinate with Papa John’s on a donation night – flyers to be given out at the
banquet.
 Amanda – Coordinate the Crop for a Touchdown event
 Amanda - Follow up with leads on Cigco, McDonalds,
 Amanda – Update sponsors list & provide a copy to the board via email
 Jennie – Contact HS/Middle on use of the cafeteria
 Jennie – Coordinate Grant construction work with the City
o B2 Contract – done – follow up on tripping light breaker
o Excavator contract – work completed
o Chris B Contract – weather stripping scoreboard door & vent cover.
o Nevco timer – Done
o Public works- crushed rock To complete project- in process
 Jennie – Chain gang for Oct 25th game – (2 confirmed for Mites)
 Jennie - Update email master list as needed
 Jennie - Send out emails to:
o Last practice – gear turn in
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o Oct 25th game
 Division photos under banners (coord with Coaches & parents)
 Contact Rick on Timer Oct 25th
 Equipment collection after game – name checked off to ensure you get deposit
o Banquet Date – parents bring desserts
o Coaches wrap up meeting at Fajita Grill
o Board positions up for vote in December & new positions available
o Next Board meeting date
o Pictures – pictures for coaches
Items for next Agenda:
Maine Athletic Fundraising – collection & prizes- wrapup
Sponsors – banners completed?
Winter flag kick off
Equipment return - status
Coaches wrap up meeting
Updated by-laws –consistency with SMYFL lingo
Add in new Board Seats
Board Seats up for vote
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