JUNE 2017 MEETING

In Attendance

Tim Rice, Kathleen Fortune, Fred Ma, Danny Bacci, Chiyo & Hector Fortuna, Ed Pearce, Terri Shoule, Eric Keilbach. Nerisha Madrazo, Kevin Huang, Michael Shoule, Elba Rosales-Rice, Robert Panepinto  

June 29, 2017 - 7:00 pm - Meeting called to order by Tim Rice  

2017/18 Board Members

Moderator - Fr. Frank Schwarz

Parish Athletic Representative - Kathleen Fortune

President - Timothy Rice

Treasurer - Fred Ma

Director of Fundraising - Nerisha Madrazo

Recording Secretary - Elba Rosales-Rice

Uniform Coordinator - Chiyo Jikko

Facilities/Permits Coordinator - Jacqueline Saavedra

Volunteer Coordinator - Ed Pearce

Head Athletic Director - Danny Bacci

Girls Soccer Athletic Director - Ariadna Lopez

Boys Basketball Athletic Director - Daniel Madrazo

Girls Basketball Athletic Director - Eric Keilbach

Girls Volleyball Athletic Director - Kevin Huang

Boys Swimming Liaison - Nerisha Madrazo

Girls Swimming Liaison - Barbara Sheridan

Softball Athletic Director - Robert Panepinto

Track Athletic Director - Licet Gaveau

Cheerleading Athletic Director - Terri Shoule  

Open Board Member Positions

Equipment Coordinator – VACANT

Boys Soccer Athletic Director - VACANT

Boys Volleyball Athletic Director -VACANT

Baseball Athletic Director - VACANT

Flag Football Athletic Director – VACANT  

P.A.R. Report

Parish Athletic Director, Kathleen provided a brief overview of the 2016/17 season.

AMAA successfully participated in every CYO sports offered.  Soccer program grew: 4 boy, 2 girl teams

The basketball program grew: to 9 teams (5 boys, 4 girls).  Volleyball: 7 girl teams.  Attempted to add a boy’s volleyball, but not enough kids in the same age group to create a team.  Football Teams: 2. And our baseball, softball, and cheer teams. A successful season overall. Good program growth.  

Financial Report

Financial overview provided by Fred Ma.  A very good financial year for AMAA. This is our second year as a team (referring to current board members).

• The first year, we ran a slight deficit, turning about $4500 in revenue.
• The 2016/17 year we have done much better in terms of revenue collection (registration, donations), we returned the loan back to the church, ending with about $8,200 in revenue
• To clarify, when we finished last season, we paid the church back on donations given to keep us running. this year, we did not have to pay the church back, and we are at a surplus.
• Licet has also been instrumental in getting our grants paperwork submitted. We are still waiting on another city grant to arrive.
• Before we actually begin Registration we will be starting at approximately $16,000 putting us in a very good position to continue to offer 
• $48,000 registration, $10,500 in donations was a big part of our increase in revenue for this year.
• Fundraising events did much better as well. (car wash, wreath sales) We went from $1500 to $4500 in fundraising.
• Revenue went from $33K in 2015/16 to $48K 2016/17 
• Expenses $37K in 2015 this year almost $40K  
• Increase in cost: umpires and CYO fees, since we had a lot more teams this year:  $12,400 to 17K in fees.
• We were able to compensate in equipment costs. Our first year, we had to buy to replace a lot of equipment: $15k in 2015. Equipment expenses this year: $11K
• $1,800 in insurance
• $8,300 in gym cost

Altogether our expenses just went up about $2,400 from prior year.  we pay more on CYO fees but offset with equipment.  We lost about $5K the year before, but turned it around to an $8K gain!

Tim adds, looking forward to the expenses next year, and we expect a similar registration, We have the right pricing model to sustain any grown. Registration will keep pace with those expenses. We need to continue to focus on Fundraising and corporate donations to offset the costs.

Coming to the program two years ago, knowing that we owed money and have it two years later in a good financial standing is a really good feeling.  

2017-2018 Sports Year Kickoff

• Registration dates: Online Registration campaing will begin first week of July.  Incentives provided to early registrants in July and August.  5% Early Registration discount until July 31, 2017. Plus 5% Full Payment Discount until August 31, 2017.
• Registration Fees:  COST: 1 Sport = $170; 2 Sports = $225; 3 Sports = $265; 4 Sports = $300; 5 or more sports = $325  * SWIMMING cost not included in bundle price. Additional $75.00 when added to package.  * TRACK = 1 sport, no matter how many seasons are participated in.  *CHEER only = $75.00.
• Volunteer Hours/Fee:  We are contemplating the implementation of a Volunteer hours and a fee for those who wish to Opt-Out.  It will not be implemented for the 2016/17 year, but we will keep this on the table at year end review.
• Uniform Distribution/Fee:  The uniform fee will remain the same. $25.00 PER UNIFORM ,PER PARTICIPANT This deposit will be returned ONLY when the uniform is returned at the end of the season
• Facilities & Permits: We will have a new person assisting with communicating with the facilities and discussing permits.  More to come.  

Open to questions & comments

How do we address too much growth and avoid having to manage a team of 20+ kids and give them a fair amount of play time?. 
When we know ahead of time how many kids to expect it is easier to break down our teams into appropriate groupings. We encourage early registration, and provide registration discounts.  We do not want to turn people away. Ideally when we know ahead of time, we can split 20+ participants into multiple teams. It becomes more difficult when people register late. We encourage people to join early.
When we have growth, it presents different challenges. If we grow, we need more people to help.

The main reason why that team had 20 kids this past season (referring to the soccer team), was that we could not find a second coach that would take a second team.  We had enough participants to make a 2nd grade & 3rd grade team. But no one to coach. We did not want to turn anyone away.

We have to do a better job at that, and this is where it starts, in getting people together to talk about it.  It cannot be just Kathleen & Tim to make this decision. We want to hear everyone's voice and also have you help lead that charge and figure out how to do it collectively.  

Next Meeting

August 24 | 7:00 p.m., Murray Center

Motion to adjourn was made at 9:00 p.m. and was passed unanimously.