Board Meeting 1-23-14 - Mid

Pop Warner Committee Meeting
January 23, 2014
Meeting started 6:10 pm
Present: Julie Barker-Nagel, Lisa Nagel, Bill Wyant-Smith, Ashlee Copeland, Jennifer Jones,
Jamie Jones, Jennifer Mansfield, Jennifer Chapman, Tracy Hill, Mindy Yousey, Jennifer Mudge,
Chris Doroshenko
*** ALL HEAD COACHES AND BOARD MEMBERS ARE REQUIRED TO BE AT BOARD
MEETINGS!!! *** If a conflict arises, please let Jennifer know as soon as possible, but
every attempt must be made to attend.
1. Introductions
Jen Mansfield (secretary), Jamie Jones (JPW football head coach), Julie Barker-Nagel (VP),
Lisa Nagel (treasurer/website coordinator), Jennifer Chapman (fundraising coordinator), Bill
Wyant-Smith (MM football head coach), Tracy Hill (parent), Ashlee Copeland (JPW cheer head
coach), Chris Doroshenko (football coordinator), Jennifer Mudge (flag cheer head coach), Mindy
Yousy (cheer coordinator), Jennifer Jones (president)
2. Fundraising
Lisa reported that sponsorship letters were mailed to over 100 local businesses in 2013. This
was costly, producing very few results (approximately 5% return). Increased returns were found
when letters were handed personally to business owners and committee members were able to
speak with business owners. Jennifer proposed creating a fundraising sub-committee. Jennifer
will give Jennifer C. names of other people who ran for fundraising positions as a starting point
for creating the sub-committee. Lisa will email the spreadsheet of names, addresses and phone
numbers from businesses and their donations from last year. Jennifer will email sponsorship
letter to Jennifer C.
2013 fundraising results:
Raffle and cups
- profit of $4721.91
Cheerleading Pancake breakfast
- profit of over $1000
50/50 raffle
- profit of $576
Old uniform sale
- profit of $317
Bouckville water sales
- profit of $85.43
Decals (many left over)
- deficit of $77
Pink socks (many left over)
- deficit of $369
Ideas for this year:
- Dan Hunt new Colgate football head coach – maybe try to work something out with them
- new Morrisville State head coach football - maybe try to work something out with them
- Chobani Shepherd program
- Curtis Lumber: contact Lindsay LaRuffa for concession stand building materials donation
- Grants: Julie has experience with this
Jenn has copies of grants written in the past; Pop Warner offers some grants (see National
Pop Warner website).
Other possibilities:
- Gorman Foundation
- Dick’s Sporting Goods
- NFL Play 60
3. Fees
The fee structure for football and cheerleading was discussed:
● parents pay a volunteer opt-out fee or pay in at the beginning of the season, then earn
the money back by volunteering
● collect everything at beginning (registration fees, fundraising fees, volunteer opt-out fee)
versus collecting things in increments. Lisa stated that last year it felt like parents were
constantly be asked to fundraise or pay fees
● flag football registration fee should be less than other teams due to lower cost of games
(no refs required).
● Proposal that flag football wear t-shirts for jerseys and let kids keep t-shirts
Fee proposals
The following fee structure was unanimously voted on by the committee members present. Lisa
introduced the motion and it was seconded by Bill.
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●
●
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Registration fee cheer and tackle teams: $100 per player (includes pink package and
volunteer fee)
Maximum family fee: $150 (includes pink package and volunteer fee for each player)
Flag football: $75
Cheer: $100 per cheerleader (will purchase cheer accessories separately)
Jennifer reported that 2013 League dues were $1816; an increase of approximately $600 from
2012. Lisa reported that $5600 was collected from registration fees in 2013.
4. Badges
Julie and Lisa volunteered to handle badges
5. Board meetings schedule
All meetings will be held at 6:00pm
February 27 6:00pm, Morrisville Eaton Central School HS Library
March 20
April 24
May 29
June 19
Tri-Valley League Meeting
Sunday, February 9th 4:30
Rusty Rail, Canastota
Retirement dinner for Lyle at 2:00 pm, $15 per person
Mindy and Chris to attend league meeting, Jennifer is unable to attend
6. Chain of Command
Jennifer would like to encourage members to follow the chain of command. Parents should
approach coaches/team parents first, then Cheer and Football Coordinators with questions,
concerns or problems. Coaches will inform parents of this protocol at team meetings and via
welcome letter.
Grievances: A grievance form was created last year, but it wasn’t used.
Head coaches: Create goals (why are you here, what you plan to do this year). If practices
need to be cancelled, contact Cheer and/or Football Coordinator in case they can cover your
practice. Head coaches are responsible for choosing assistant coaches. Communicate
expectations with assistant coaches; meet with them prior to season. As soon as you have your
assistants, send Jennifer their names. Volunteer forms and background checks must be filled
out each year.
Head coaches will be encouraged to use Team Snap app - $6.99 per month. App includes:
roster, schedule, directions, parent phone numbers, etc. Will work out details as season
progresses.
Jennifer will rely more on Chris and Mindy for operational issues relating to cheer and football
teams.
League One is now waiving $495 online registration fee. Our website costs $199 and includes
online registration. Jennifer to follow up with company to see what other fees are involved.
7. Treasurer’s Report
Lisa reported a balance of $1897 at end of 2013 season.
A $250 donation was sent to MECS along with sponsorship book and thank you letter.
Melissa needs to be removed from checking account and Lisa added to account. Three board
members should be on the checking account.
8. Social media
Mid-York Panther volunteers should be cognizant of their social media connections when
posting pictures and comments. Be aware that if you are Facebook/Twitter/Instragram “friends”
with a player, that they will see all of your posts and pictures.
9. Equipment
Chris will coordinate with Stadium Systems for reconditioning of helmets and shoulder pads.
Mindy will coordinate with Rachel to get all the equipment and books in the next two weeks.
Chris will coordinate collection of football equipment and books in the next two weeks.
Approximately 45 helmets are less than 2 years old, but some older ones will have to be
replaced due to being 10 years old. Jennifer requests Cheer and Football coordinators to
itemize an inventory of equipment and jerseys.
10. Scholastics
The national Pop Warner Scholastic List has not been released yet, but should be out in the
next month or so. The Eastern region chose 35 football players and cheerleaders per grade,
but neither of our scholars made that list.
11. Bylaws
Jennifer would like to create a sub-committee to revise the bylaws. Bylaws are public and on
the website. Please read through the bylaws, make notes on ideas. Interested members will
meet on Monday, February 10 at 6:00 p.m. at Hamilton Public Library to begin the process.
11. Older Cheerleading Team
There is not a cheerleading team available for 16 year olds through Pop Warner.
12. Scholarship contracts
In the past, scholarship recipients signed a contract agreeing to volunteer and fundraise in
exchange for waiving registration fees. A proposal was made that if a 2013 contract wasn’t
fulfilled, applicants would only get a 50% scholarship this year. Lisa stated that the deficit from
2013 was $690 from unpaid coach’s shirts, registration fees and pink socks. Last year Lisa sent
three letters to delinquent accounts with no results. Lisa will reach out to these members to
remind them of their balance. At registration, Lisa will personally speak with these members to
explain the change in policy.
All members, regardless of volunteer/executive board/coaching status, are expected to pay
registration fees for their players.
13. Concessions
Jason and Sarah were absent.
Concessions profit in 2013 was approximately $2000, which was budgeted for game day fees.
14. Team jurisdictions
Chris addressed the fact that some players from our schools (HCS, MECS, Stockbridge, and
Madison) played for surrounding teams (Waterville and Canastota). To be followed up with
new Tri-Valley president, so that all teams are following the same rules.
Meeting adjourned at 8:00 p.m.

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