EVAA Board Meeting Minutes

March 17th, 2014 at 7:00 PM Apple Valley Community Center

EVAA Board of Directors:

Marc Dannecker Greg LeVon Paul Waxlax Karen Kuhn

Brad Ericksen Sarah Trachet George Singer Lynn Rauch

Renee Swenson Summer Ward

Alison Anderson Michelle Fisher

Pat Martin Shawn Calabrase

Jason Olson

David Black

Welcome

Open Forum – Visitors Rosie Booerboom Gift

Guest Speaker:

EVHS Athletic Director Matt Percival

Coach’s Seminar (Why We Play)­­Setting goals for teams/individuals/coaches/

Parents plus defining purpose (critical) equals success­­Catering to the 97% who will finish their organized athletic with their last game in high school.

Coaching certification option

Field/Gym Space: Limited gym space along with over­used fields within the City of Apple Valley. Unified EVAA/VAA push at City Council and School Board meetings to express the need for additional athletic space.

EVAA Relationship with EVHS: Meet with high school coaches at least once­a­year to synch up program top­to­bottom. Coaches at high level very happy with the job being done at every level of EVAA.

Eastview Athletic Association • P.O. Box 240392 • Apple Valley, MN 55124 952­985­3830

www.evaasports.org pres@eastview­evaa.org

President Report (Marc Dannecker)

EVCF (Eastview Community Foundation): 52 applications. 5 board members reviewed applications. 15 scholarships of $750 will be given out

ISD 196: Mark Parr will be at April meeting­­In charge of sports for District 196. Marc will meet with Barb St. Aubin and Shelly Linner (in charge of fields). Hoping to get them into board meeting in May. Board members will visit fields this spring to review conditions.

VAA: Marc met with Peter (VAA). Plans to work together in future.

Program Updates Program Directors

Baseball: Amy Novak (Program Director)­258 signed up. Down from last year. Registration will close in April. Competing with soccer because fields are set­up yet. Email blast coming shortly. Waiting on the weather.

Basketball: Basketball season completed. Successful season. Good tournaments.

Nordic: Collecting equipment. Parent planning meeting soon.

Football: 2nd board meeting. Budget was presented in March. Flag football program still in limbo­­looking for someone to run program. Will not be splitting 3rd and 4th graders into separate leagues.

Lacrosse: Season began on 3/17. 190 registered. 6 boys teams, 3­4 girls teams this spring. Fields will be in demand this spring. Summer registration is open.

Soccer: 350 registered. On track.

Softball: Try­outs complete. Teams set for 10U­16U. We have 3 10U teams, 2­12U teams, 1­14U and 1­16U team. Will have one 8U traveling team next year. Kick­off meeting on 3/19 at Falcon Ridge. Former Eastview alumni will speak along with Matt Percival (Why We Play). Attempting to host a Pitch, Hit and Run competition through MLB. Final competition will be at Target Field during All­Star Weekend.

Track & Field: Registration still open. Coaches are ready. March 31 and April 4 are indoor practices­­Moving outside April 7.

In­House Volleyball: Closed registration. 6 teams this year. Need some coaches. Eastview Invitational very successful. Good turnout. Present budget in May.

Eastview Athletic Association • P.O. Box 240392 • Apple Valley, MN 55124 952­985­3830

www.evaasports.org pres@eastview­evaa.org

Review & Approve February 2014 Regular Meeting BOD Minutes Board­­George Singer moved to approve February notes­­approved by Board.

Financial Update, Treasurer’s Report Karen Aagesenkuhn ­ Review and Approve Financials

City Invoices (Paid)

F.A (TBD)

CC’s (TBD)

REV (Still not paid)

Credit cards can be ordered­one­per­program (Program Directors)

Motion Held in lieu of next round of updates

Program Budget Approvals:

Football: Presented 2014 budget/George Singer motioned to approve budget; Lynn Rausch second the motion/approved

Field/Gym Update Pat Martin: Setting up meeting with City of Eagan and Rosemont this month. Working on field allocation for the spring season.

Admin Report: Kristin Dannecker

Financial Aid Update: Applicants offering to pay part of fees. New plan is working to reduce requests.

Friday Folders: Info will be out 3/21. Single sheet of info. All feeder elementary schools as well as Scott Highland and Falcon Ridge. Kristin will be printing and delivering sheets to schools.

FB/Twitter: Pushing info on channels­­needs content from Program Directors

Reg issues: Financial issues (special codes)

Committee Reports

Eastview Athletic Association • P.O. Box 240392 • Apple Valley, MN 55124 952­985­3830

www.evaasports.org pres@eastview­evaa.org

4th of July: Trying to set­up a meeting

Signage: (Shawn Calabrase):

Updated quote list, in summary taking into account Summer's additional 20% discount here is what it breaks down to:

3' x 8' Banner = Insty­Print is still the cheapest ($58.85 cheaper than Archetype)

4' x 8' Banner = Insty­Print is still the cheapest ($85.25 cheaper than Archetype)

A­Frame Signs = Archetype is now the cheapest ($2.20 cheaper than Insty­Print)

With all this said and to keep it simple I recommend we check with Insty­Print in Eagan when we get ready to order and make sure they will still honor the quote and then go with them, the only product they are not the cheapest on are the A­Frame signs but only by $2.20 per sign respectfully. I don't think saving $2.20 is worth placing a separate PO and/or making a separate payment for.

Storage: (Dave Black):

Each sport was queried, and reconciled with invoice records. General reflections below:

1. In total, we have 6 sports with 6 lockers at the Public Storage site. Lacrosse, tennis (and traveling baseball for partial need) are using EVHS facilities. The other mostly smaller sports programs are making due as is with no stated need.

2. The only sport needing accommodation, as we have heard, is the ski team. Volleyball would appear to make the most sense with noted availability. All other lockers appear to be fully utilized.

3. We have the ability to divest the most expensive locker (football) once the football storage facility at EVHS.

4. Given a pricing assessment I have done (second tab of the file), it appears I have the ability to approach Public Storage management with several messages ­ (1) as long standing customers we would like to see a discount over what seems to be standard pricing [note that the lockers of our size are all rented, so there is not a lack of demand], and (2) we do see lower pricing when doing a local search. The big opportunity comes if we can move away from climate controlled indoor environment.

5. Next steps recommended

a. I approach Public Storage and begin a pricing discount discussion for the 6 (soon to be 5) lockers. Use (c) as leverage to extent feasible.

b. We also commence concurrent discussions with EVHS, along the same lines as football, tennis, lacrosse and baseball, to co­locate completely on campus with aligning programs. This in my mind is the most logical path and is consistent with EVAA's partnership with EVHS.

c. Depending upon a and b, we would then approach a competitor with a master planned approach

Eastview Athletic Association • P.O. Box 240392 • Apple Valley, MN 55124 952­985­3830

www.evaasports.org pres@eastview­evaa.org

(10x20­25 size, for traveling baseball, inhouse baseball, volleyball, basketball, soccer) and relocate.

EVAA Newsletter: Michelle working on design. E­Blast using newsletter template­­would like to get something out April 15.

New Business:

Officials in Basketball: Michelle Fisher spoke about the need for paid officials for playoff games

Sports Liaisons: Discussion through email

Vote Outgoing EVAA gift: Marc will write up

Adjourn

Sarah Trachet motioned for adjournment, Karen Aagesenkuhn seconds @ 9:30pm.

Next Board Meeting: Monday, April 14, 2014 7:00pm Apple Valley Community Center

Eastview Athletic Association • P.O. Box 240392 • Apple Valley, MN 55124 952­985­3830

www.evaasports.org pres@eastview­evaa.org