Board Members/Public Present: (Underlined Voting Members)

Regular Board Meeting of April 12, 2015

Board Members/Public present: (Underlined – voting members) Kim Fickett Jennie Franceschi, Wendy Mitchell Andrew Rost (Did not vote after Item #2) Amanda Mclaskey, John Young

Members excused: Mike Eugley (2), Janice Jensen

Members Absent: Danica Rancourt

Andrew Rost, President, called the meeting to order at 4:00 pm at the Conference Room in the Westbrook Community Center. Items discussed not necessarily in order of meeting:

1) Miscellaneous 2014 items: a. Shack & Storage Shed cleanout a.1. Mike still has the tackling pads and some misc. Items to get out of the shed and into the portable. a.2. Issue with Portable security – with the joint use of the portable, both Mike & Andrew have found the portable unlocked. a.3. Wendy will contact the American self storage place off Rt 22 to see their level of advertising vs. the offsetting cost of storage. (Offer a Tackle Team at $2,000 for 3 years and would he be willing to have the rent deducted from that?) (equivalent to $667 per year – gets them an A & B squad, banner, website) Look at 10x15 heated? a.4. Jennie to contact Greg Post on door at portable having issues currently.

2) Board Positions a. Andrew stated that as of this meeting, effective immediately, he is stepping down from the Board as President. b. He stated personal reasons for this and then provided the Board with necessary contacts for the program moving forward. c. The Dome – Jamie Grattello, Kim has all authorities over Website and Bonzi site. Kim will address TD Bank authorization, etc. d. Jennie stepped in from this item on to run the meeting.

3) Coaches a. John has reached out to the Coaches group from last season to get interest for 2015. a.1. Damian has expressed interest in continuing as head coach of Pee Wee a.1.a. Mike Eugley would assist at the Pee Wee Level a.1.b. Alex Stone would assist at the Pee Wee Level Page 1 of 6 04/12/15 Board Meeting Minutes a.1.c. Jason Delassandro did not comment yet. a.1.d. Rick Davis has not comments yet. a.1.e. The Haskells have stated they would like to help next year.

a.2. John Young has stated he would like to be Head Coach of Mites a.2.a. Brian Harvie would like to assist with Mites a.2.b. Nick Buckley would like to assist with Mites a.2.c. Jerrod White has not commented yet. a.3. No Flag coaches have responded at this time. – Will continue to reach out. a.4. Will require all coaches to do the online concussion training. a.5. John will follow up with Jeff on the Coaching seminar he attended. a.6. It was decided that no vote needed to be taken at this time on the coaches but will be a follow up item at a future meeting.

4) Registration: a. Site is live 8 registrations so far b. Need to update the website with more information about the registration process on cost, savings, etc. Parents are asking questions that could be answered by more information on the site. c. Danica will continue to monitor the NFL site and the Bonzi site. d. Danica will have the Coaches application on the Bonzi site. e. Tackle will have the same price points but the flag will be $60. f. Discounts and early bird reduction will be the same as last year. (-$10) g. Promotion responsibilities: Website, Facebook pages, (Janice) Reach out to Greg Post to see if he would send via WCC list serve (Janice) E-mails (Jennie) Thurs Folders (Danica) Light Boards (Janice) Westbrook Channel 3 (Janice) Flyers for WCC/after care/pre K/WLL complex (Jennie & Kim) Posted at local sponsoring businesses (anyone) Kindergarten School Open House tables (Jennie, Kim & Danica) Westbrook Together Days handouts Profennos/Pizza Time stickers on boxes?

5) Fundraising – Amanda a. Options for the big effort for the fall: a.1. General consensus was that the Amatos books are getting old and we need a new idea. a.2. Cookie Dough sale? a.3. Candy sale? a.4. Pens? a.5. Auction Owl for things that we get donated that we don’t necessarily need to earn money for the program. (Extra Gift cards, non-profit based) a.6. Calendars? a.7. 50/50 on shack sales? a.8. Sponsor the kids for a Punt, Pass, Kick – to be done before start of games, could be handed out at the parent meeting? a.9. Amanda will do some digging into options b. Sponsors: b.1. Sappi could be interested in a Tackle Division. b.2. Messer – been a banner but they lost a Majors team this year in LL so they may be interested in a tackle division. – Amanda to follow up b.3. Damien brought up that the Roofa had told him they wanted their name on a shirt not just a banner. Amanda will reach out to him. – Could offer the Tackle Division? b.4. Emails from Infinity Federal Credit Union – Potential sponsor and Otto’s Pizza Fundraiser.

6) By-Law Revisions a. Jennie had updated the By-laws from the previous meeting based upon feedback provided. b. Edits requested were: b.1. Under Coaching Staff letter B. – remove “a head coach will oversee the division and”. b.2. Under Coaching Staff letter E. – Remove entire sentence - Replace with “A coaching certification will be required for all Tackle Coaches. Specific type of certification to be determined by the Board on a yearly basis.” c. Motion by Kim Seconded by Wendy to accept and pass the proposed edited By- Law with the changes as stated during the meeting. c.1. No further discussion. c.2. Vote: Unanimous

7) Westbrook Together Days a. Wendy said it is too early to register for the parade – will keep watching b. Options were discussed that we could use this to promote the registration. b.1. Flyer on a food truck/vendor? b.2. Booth of our own (cost $75 per booth) b.3. Put our banner on the WFD trucks – Wendy b.4. Plastic Sign sleeves with flyer inside?

8) Miscellaneous items a. Babe Ruth hand off of shack a.1. Wendy to reach out to Chris Klement on where the keys for the Bathroom are & that they are responsible for weekly cleaning, or they should just bring in a portapotty if they do not wish to take on the responsibility. b. Field Schedule – Jennie to contact Greg Post – August through October - 5 practices a week 5-8 pm, and games Saturday & Sunday. c. Equipment – Decision we need to make Page 3 of 6 04/12/15 Board Meeting Minutes c.1. Pullover pants - color? Socks? c.2. Easy-ups for shade or other shade device? c.3. Helmets purchasing a few new helmets each year will assist with the turnover of the helmets at a later date. c.4. Need to come up with a spreadsheet for the budget to be able to anticipate when major purchases need to be made d. Coaches CPR Class - Wendy: d.1. Wendy said Randy would be willing to do a Coaches CPR class for this season. Need to get a date for the coaches to coordinate with Randy- can do 10 at a time.

e. Future outlook – 5-10 Year Plan e.1. There was some discussion that we need to have a discussion on our 5/10 year plan. Kim brought up that the board had not agreed upon a course of direction. Now that we are 501c3 it is easier to gather donations etc. More discussion is needed on routes to take and who will do this.

f. Ideas from the Coaches Meeting to follow up on: f.1. Saco Bay Physical Therapy offers $10 to parents for concussion base line testing

9) Adjournment Motion at 5:45 pm by Kim/2nd Wendy– Vote: Unanimous all in favor

Next Regular Board meeting: May 10, 2015 4:00-6:00 pm – Location: Westbrook Community Center - Conference Room A

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 0 4/12/ 2015 meeting or before:

 Kim – Coordinate with TD on transferring names from Andrew to Jennie. Adjust all administrative authorities.  Kim – Follow up on Background checks – provide link to John to get to coaches early.  Kim – Assist or create a tutorial for uploading PDF’s to the website for minutes for Janice  Kim – Flyers to the WLL complex  Kim - If Danica can’t get info on the website, need flyer/cost info on site.  Kim – Contact Justin Sherburne on interest in Flag position  Kim – Put together a proposal for SAPPI to review for Pee wee sponsor – hit early Spring prior to their shutdown time.  Kim – Contact WLL on donated registrations for Ball – Should provide some means of verification that they actually won the item – Will WLL contact us?

 Mike– Send out helmets to be reconditioned ASAP  Mike - Follow up with Libby and Cameron Doran on collection of equipment.  Mike - Contact Xtreme for clothing pricing and if holding close to 2014 pricing then we will stay with them for 2015 (Hold on Medal RFP)  Mike – Get pricing and jersey design options for the Pee Wee group from Xtreme with Placards to be determined once a sponsor is provided. (Get a jersey style/color that is different from all the jerseys in our league)  Mike - Coordinate the move of all equipment from the storage shed to the portable.

 Damian – Follow up with SMYFL President on proposed by-law amendments on weights.

 John – Send email to Coaches to request interest in Head Coaching Position for Mites and Pee Wee group. Would like to have a vote at the next meeting to have those positions nailed down.  John - Follow up with Cameron Doran on collection of league gear (Helmet & jersey)  John – Follow up with Amanda on getting a 2015 Banner invoice to take to Napa for sponsorship.  John – Follow up with HS basketball team on potentially running their concession stand next winter as a fundraiser for WYF

 Janice – Website/Facebook (WYF page, Westbrook Parents Page & WCC page) Update o Post AJ articles o Post emails Jennie will send out to the parents o Post Registration Flyer o Next meeting Sunday May 10 4:00-6:00 pm Westbrook Community Center Conference Room  Janice – Work with Danica on promotion for Registration (See item #5) – Contact Public works on Electronic Message boards, etc.  Janice - Send article on the completion of the field projects for AJ – Print  Janice – Edit Website (remove “Crop” label over rotating photos, add a map to the site for our field location? Upload all sponsor logos)  Janice – Follow up with Kim on steps to upload minutes (Minutes video to follow soon)

 Danica - Set up two separate Fall Football Registrations - Bonzi  Danica – Update website with more information (flyer) and costs on registration page.  Danica – Monitor NFL Flag site (Ensure fall folks are registering during the process)  Danica –  Danica - Follow up with medical incident forms – create a log for the shack

 Wendy – contact the self storage place off Rt 22 for sponsorship level to determine final quote  Wendy – Contact Chris Klement on turnover of shack – new keys (put long boards on keys) and inform of weekly cleaning responsibilities for the public bathroom or they should provide a portapotty.  Wendy – Fan apparel form (alternative shirt for “Football Mom” – funny catch phrase on front “Stay Calm & Play Ball” on back “Football Mom”, or only on the back “I can’t be calm I’m a football mom”. “Some people wait their whole lives to meet a football player, I raised one.”  Wendy - First aid/CPR training for coaches – how could we put together a coaches course? (need to get a date for the coaches to coordinate with Randy.  Wendy – Date for WTD parade submission? – Banner on FD truck

of 6 04/12/15 Board Meeting Minutes  Amanda - Send out sponsor flyers to the 2014 sponsor list as well as Infinity FCU, and provide copy to Board members. Divide up sponsor list from last year among members and any other volunteers, and try to pound the pavement.  Amanda – Reach out to the Roofa, Messer on sponsorship  Amanda – Fundraising Options for Fall 2015

 Jennie – Coordinate Grant construction work with the City (Misc painting left) o B2 Contract – done – follow up on tripping light breaker o Chris B Contract – weather stripping scoreboard door & vent cover. o Need refund of remaining funds from City  Jennie - Notify the WCC for Field Schedule for Game Schedule & practices  Jennie - Follow up with Greg Post on light bulbs – payment/field improvements/storage security  Jennie – Update Bylaws  Jennie - Follow up with SMYFL on fee check. – never cashed  Jennie - Update email master list as needed  Jennie - Send out emails: o Open positions available/Next Board meeting date o Registration Flyer

Items for next Agenda: 2015 Registration process - update Re-cap of SMYFL changes for 2015 Season Head Coaches WTD Fundraising/WTD parade and booth WCC Field Schedule for Game Schedule & practices Set Parent Meeting Date & secure location and have on Registration forms/Website Fundraising Options for Fall 2015 Contact WLL for flyer distribution at complex and setting up a table for registrations, if needed Dick’s Sporting Goods Sponsorship Board Seats available (P, VP of Tackle, VP of Flag) Coordinate fan apparel order forms