Regular Board Meeting of July 13, 2014
Board Members/Public present: (Underlined – voting members)
Andrew Rost
Kim Fickett
Wendy Mitchell
Jennie Franceschi
Janice Jensen
Amanda Mclaskey
Members excused:
Penny Kerwin, Mike Eugley
Members Absent:
Jim Seavey,
Jeff Guerette
Ryan Cyr
Andrew Rost, President called the meeting to order at 4:30 pm at O’Brien Field. Items discussed
not necessarily in order of meeting:
1) Fundraising Chair: – Still open.
2) Saco Bay Physical Therapy: Ryan Cyr attended today’s meeting to provide us with
information on the SBPT practice and how it could assist the WYF program. Ryan
mentioned there are sponsorships possibilities. They have 26 physical therapists, and
many athletic trainers. They do not charge for community outreach, which would
include stretching clinics with the kids, concussion training and providing athletic trainers
for game days. Board members found this information to be timely with the new
requirement from SMYFL to have a certified athletic trainer on the field for all games.
a. Kim will reach out to Ryan to discuss the athletic training option with Ryan.
3) Financial:
a. Kim to coordinate with Penny on insurance certificates
b. Registration fees are at $4000 with $1420 pending. We are $1000 lower than
budget but due to amount of scholarships and discounts afforded for early bird
registration.
c. 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.Andrew wanted to have verified if we were to lose the sub-501c3 status would
that not allow us to file our own 501c3 status at a later date.
4) 2014 Coaches:
a. Board had email voted for Damien Dow as the Pee Wee Division Head Coach and
Mike Eugley as the Mite Division Head Coach.
Page 1 of 7
07/13/14 Board Meeting Minutes
b. Jennie to email Mike & Damien to provide the Board with their asst coaching
options so we can run background checks. Jennie will provide list of folks that
have expressed an interest in assisting.
c. Jeff expressed his thoughts on the head coaches using consistent terms and plays
to what the Jr. High & High School are using to assist the program. He would
like to provide feedback on what he thinks practice plans should be made up of
and basic drills to be conducted vs. running plays all practice.
d. The yearly coaches meeting will be set up during the week of July 21-25. Jeff to
determine a date & time. (looking at 2 – 1 ½ hr meetings)
e. First Aid/CPR training for the coaches to take prior to the start of the season.
Wendy can ask Randy about setting up a course.
f. Jeff’s summer football camp will be the last week of July (July 28- August 1)
4:30-6 Monday – Thursday. Jeff will have his coaches and some past players
there to assist.
1.Pizza on final day? Can we get a business to donate?
g. SMYFL mandatory coaches meeting is August 5th – a representative from each
division (typically the head coach) is to be present at this meeting to receive the
necessary info on the 2014 season. Mike & Damien need to coordinate on who
will cover the meeting.
h. Kim would like to have a meeting with the coaches on the website to teach them
how to use it and the benefits of the website.
5) 2014 Registration:
a. Registration has been extended on our website www.westbrookyouthfootball.com
b. 18 flag and 36 Mites and 22 Pee Wee tackle kids.
c. Kim called the kids from last season that hadn’t registered yet and did get some
positive responses so the numbers should increase.
d. PayPal and checks are the options available for payment.
e. Scholarships are being reviewed as they are submitted. The work hours in the
shack will be required to be complied with for all scholarship recipients.
f. Jennie to follow up with email to members on equipment swap to be done at
parent meeting. Janice to notify via facebook (WYF page and Westbrook Parents
page) and WYF website. Kim has offered to collect the equipment.
g. Andrew to send out equipment video to the parents group.
6) Parent Meeting:
a. Set for Sunday July 27th at the Middle School Cafeteria.
b. Looking at a 2 pm start time with set up at 1 pm. Have space until 4.
c. Wendy to finalize the fan apparel form
d. Kim to have mascot name boxes available & tickets for voting. “Jr. Blazes,
Thunder, Warriors”
e. Use steamer for hot dogs for ease of set up.
f. Mike to Coordinate on getting helmets & steamer over to middle school
g. Kim -Need $ for change in case
h. Jennie need to print player forms to note helmet number & weights & print a
registration form if we have folks that haven’t registered.
i. Kim needs to print payment sheet for those that have not paid. – Follow up email
to those that are not current with payment
j. May look at earlier time for folks who have not paid in advance.
Page 2 of 7
07/13/14 Board Meeting Minutes
k.
l.
m.
n.
Amanda to help Set up fundraising/volunteer table
Scales – Jennie & Amanda – should have a 3rd
Set up equipment swap table
Kim to Purchase food- drinks/chips – coolers? Ice?
7) Season Start up Items:
a. Andrew has a number of items that need to be addressed:
b. Equipment purchases: (Mike?)
1.Mouthguards
2.Team benches
3.Storage units
c. Spectator line – need to come up with a means to address this requirement.
1.Wendy will contact public works to get orange cones. We have stakes and we
just need to get pink or orange flagging tape.
d. Jerseys
1.With no sponsors currently for tackle teams, we need to determine what to do
with the jerseys for 2014.
2.After much discussion, if we can’t get a sponsor, the Portland Sport Complex
will offer an in kind swap of sponsorship for winter time for the flag program.
Would then get new jerseys for the mites division and keep the current jersey
set (white & blue) for the pee wee division.
e. Flag program:
1.With only 3 teams, we do not have enough teams to run our own rec league so
Andrew will be reaching out to Portland to see about playing games.
f. Dick’s Equipment discount day – August 9th
8) 2014 Equipment Request (Wendy updated – Mike to be updated)
a. Helmet inventory – Jennie to run list from last year of our numbers on the sizes
and Mike to review to determine if we should be purchasing additional sizes in
advance of the parent meeting to avoid air shipping.
b. Andrew asked Mike & Wendy to come up with their wish list of items to
purchase for the 2014 season.
c. Mike has items generated from the MFCA clinic that he would like to have for
this season. Once Mike comes up with his list, we can first approach Dick’s on
what they could offer. (Mike to determine what items we can substitute with less
expensive items.)
d. Wendy looked at the cost of a new freezer - $700
1.She would like to look into renting a warmer vs. purchasing a pizza warmer.
2.Evaluate the condition of the griddles.
3.Mike mentioned the grill but others thought we should just borrow for big
events.
9) Southern Maine Youth Football League items:
a. Andrew to follow up with League
1. Amount of Dues - $175 – Kim talked to Greg Goan – Middle school to pay
dues for us.
a. Motion: by Jennie second by Janice, to call a wash of the helmet
that was to be paid by the middle school for the league fees that the
Middle School will be paying on our behalf.
Page 3 of 7
07/13/14 Board Meeting Minutes
b. No discussion – Vote: Unanimous
2. When do we have to have our number in by for our teams? Will our low
numbers at the Pee Wee level be an issue to have most of a team replay
during the second game?
3. Game schedule - B game before A game?
10) Cornelia Warren Grant-Field improvements
a. We received a positive recommendation from the Grant board and they will
provide WYF $16,597 for our three project.
b. Jennie is coordinating with the City, whom the money has been provided to, to
then distribute to the contractors working on our behalf.
c. As soon as the City signs off on the contracts, work will begin. We are projecting
to have all the work completed before the first game of the season.
11) Fundraising
a. Dick’s Sporting Goods Sponsorship - Andrew has been contacted by Dick’s on
their options for sponsorship – Received $400 in Dick’s cash to utilize.
b. MAF – contacted Kim
1.Amatos is now back in.
c. Kim sent out a request to Bob Marley to see if he would be willing to do a
fundraiser for WYF. Would like to coordinate at the WPAC and determine if we
could fall under a community service rate.
d. A fundraising committee has been formed and the potential sponsor names have
been distributed for contact about our tier sponsorship program.
1.Currently at $1650 – short of goal, however ½ of our previous year’s sponsors
haven’t provided a final decision.
2.Amanda M. has been able to get a flag team sponsor new banners & Jennie got
Stroudwater Tire to be a flag team sponsor.
3.The list has been divided and Ashley Mitchell has volunteered to assist as well.
e. Wendy is coordinating with Xtreme on the Fan apparel
1.Would like to add items to the list – hats, visors, etc.
2. Would like to sell stuff out of the shack – shirts (get bins to keep clean)
3.Board felt the order form should be done again but have ready for the Parent
Meeting.
4. A minimum order of 16 of any item avoids the up charge at Xtreme.
5.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.
12) Miscellaneous items
a. Transportation -Andrew asked about transportation options for fall practices from
the Rec Center and for away games. Janice contacted the transportation
department. The fee would be fairly expensive to use school drivers and buses,
but this option is available on weekends and would be available for after school.
The afterschool option has raised issues for adult supervision as there would need
to be a responsible adult at the field to receive the kids. Janice will look into the
cost of Custom Coach to compare pricing for away games.
Page 4 of 7
07/13/14 Board Meeting Minutes
b. 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.
13) Adjournment Motion at 6:20 pm by Kim/2nd Wendy– Vote: Unanimous all in favor
Next Regular Board meeting: TBD Tentative date August
– Location: TBD
Meetings will be held generally on the Second/Third Sunday night of each month however the
board reserves the right to schedule mid-month meeting as necessary or move our meeting due to
conflicts with WLL.
(Minutes stated are in summary form and not verbatim)
Action Items from 7/13/2014 meeting or before:
 Andrew – Follow up email to SMYFL for next steps/Andrew to be POC on Board
 Amount of Dues - $175
 When do we have to have our number in by for our teams? Will our low
numbers at the Pee Wee level be an issue to have most of a team replay during
the second game?
 Game schedule Times –B game before A game?
 Andrew – Flag program – coordinate with Portland
 Andrew – Have background checks run once list is determined.
 Andrew – Contact Tim H
 Andrew – Write letter to Jim Seavey regarding interest in program
 Andrew – Master First Aid kit - purchase
 Andrew - Contact WCC about leak in storage shed
 Andrew - Coordinate Pee Wee game for under the lights? (At the high school?)
 Andrew - Schedule a HS half time game for the mites?
 Andrew - Set up with HS Athletic Director – WYF players free into games with jerseys
 Andrew - Send out equipment video to the parents group
 Penny – Equipment refunds – Doran Cameron
 Penny – Financial Statement for 2013
 Penny – Close the books on the Westbrook Tuffy Football club once all invoices have
been paid and funds accounted for. & are you still checking the PO box for invoices?
 Penny - Once monthly statement arrives showing deposit info (scanned checks) for
registration funds – please forward to Kim or Jennie
 Penny – Write check from Tuffy Acct to new account so Kim can start paying new bills
 Penny – Returned check for fan apparel – See Kim
 Penny – Review sponsor spreadsheet in Dropbox with deposits slips made by Kim to
reconcile the banners money.
Page 5 of 7
07/13/14 Board Meeting Minutes
 Penny – Change name on PO Box
 Kim – Mascot poll - boxes available for input at Parent Meeting (3 options)
 Kim – Parent meeting items – print sheets on payments to date, bring cash, purchase food
– coordinate coolers/ice?
 Kim - Coordinate with Penny on Insurances
 Kim - Follow up with Penny on closing out 2013 season financials
 Kim – Coordinate with Ryan Cyr on Athletic Trainer services/sponsorships/etc.
 Kim - Continue research on 501c3 status through AYFL
 Kim – MAF – Amatos books
 Kim – Coordinate sponsors list
 Kim – Purchase the lights for the scoreboard – Jennie to get the website to Kim
 Mike– Coordinate to get the helmets & steamer to the Parent meeting July 27th 1 pm
 Mike - Provide equipment requests to the Board – determine lower cost alternatives
 Mike - Andrew will coordinate a meeting with Jeff on 2014 Football program coaches guide
for you to attend. – FOLLOW UP MEETING - Schedule
 Mike – Can you follow up on the mouthguard purchase and the player benches?
 Mike – Coaches shirts – once list determined please order.
 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)
 Janice – Website/Facebook (WYF page, Westbrook Parents Page & WCC page) Update
o Equipment swap at parent’s meeting in July 27th 2 pm
o Free Football Clinic Grades 3-6, July 28- August 1- 4:30-6 Monday – Thursday
o Dick’s Discount equipment day August 9th
 Janice – Contact a local pizza shop for potential of donation of pizza for last day of summer
camp – 4-5 pizzas?
 Janice - contact Custom Coach on pricing for away games.
 Janice – Coordinate with Kim sponsors & dividing up lists
 Wendy – Contact Public works on cones for the 4 home game weekends & coordinate the flagging
and stakes for the spectator line.
 Wendy – Set concession menu
 Wendy – Send out letters to businesses for potential concession donations
 Wendy - First aid/CPR training for coaches – how could we put together a coaches course?
 Wendy - Coordinate with Xtreme on a Fan Apparel form ready in time for the parents meeting.
 Wendy - Provide equipment requests to the Board for review – warmer rental
 Wendy - Coordinate with Kim on sponsors & dividing up lists
 Jeff – Andrew to reach out to set up a meeting with Mike & himself to put together a better
coach's manual for use during the 2014 season. – FOLLOW UP MEETING - Schedule
 Jeff – Coaches meeting – need dates during week of July 21st
 Jeff – Coordinate coaches for Free Football camp – bring water jug?
Page 6 of 7
07/13/14 Board Meeting Minutes
 Amanda- Assist with the volunteer/fundraising table.
 Amanda – Bring scale to the parent meeting
 Jennie – Spreadsheet on helmets for inventory
 Jennie – Parent meeting Bring scale, print out of player sheets for entering helmet # & wt, print
out registration forms – need to get help with admin tables
 Jennie – Coordinate Grant construction work with the City
o B2 Contract – edited and will submit to City
o Excavator contract – edit to be the City
o Chris B Contract – in process
o Nevco timer authorization to start manufacturing –in process
o Donation contractor – as soon as dig safe completed, work can be scheduled.
o Field is vacant July 17th to Aug 11th
o Contact public works about donation of loam for the excavated areas
o Need to get number to Kim on dollar amount needed to submit to City for WYF share.
 Jennie – Sponsor list - Don’s Lunch, Napa, extended list of Warren Ave businesses
 Jennie – Waiver sign off form for summer camp
 Jennie - Update email master list after 7/14/14 with any new registrants
 Jennie - Send out emails to:
o Mike & Damien on asst coaches
o Summer camp
o Start of season
o Parent meeting/Equipment swap
o Dick’s Discount day August 9th
Items for next Agenda:
Open Board seat- Fundraising
2014 Field/Game Schedule - finalize
Fan Apparel Form
Maine Athletic Fundraising – dates?
Coaches – background checks - assistants
Sponsors – Divide and Conquer
Order dumpster/porta-potties
Purchases: necessary equipment for season?
Coordinate Pee Wee game for under the lights?
Schedule a HS half time game for the mites?
Set up with HS Athletic Director – WYF players free into games with jerseys
Decisions on end of season tournaments
Parent help out/field clean up during pre-season (move bleachers, clean field, paint
shack/dugouts)
Set up picture date
Page 7 of 7
07/13/14 Board Meeting Minutes