Board Members in Attendance:

Kevin Nelson (Interim President), Andrea Jones (1^st VP), Doug Hyrne (2^nd VP), Drew Dahlke (Football Director), Christina McCoy (Cheer Director), Shannon Walton (Assistant Cheer Director), Beth Gilpin (Treasurer), and Nicole Mertes (Secretary)

 

Members in Attendance:

Tony Mackzum (k/1 Football), Jared Lindsay (5^th grade Football), Nikki Forster (5^th grade Football), Angie Harden (5^th grade Football), and Heather Rich (2^nd grade Cheer)

 

Motions to Accept Previous Meeting Minutes:

1^st-  Christina McCoy

2^nd-  Shannon Walton

 

President’s Report:

• Renewed focus this year on professionalism and the kids in the program. This includes:
  • Being good stewards of finances/budgets
  • Communication- LYF has switched from Blue Sombrero to Team Snap for registration. Added benefits of more functional LYF-wide communications.
  • New e-mails have been established for LYF Board members. This will allow continuity when new Board members are elected:
    • Kevin Nelson- President: President@lovelandyouthfootball.com
    • Andrea Jones- 1^st VP: 1^stVP@lovelandyouthfootball.com
    • Doug Hyrne- 2^nd VP: 2ndVP@lovelandyouthfootball.com
    • Christina McCoy- Cheer Director: cheerdirector@lovelandyouthfootball.com
    • Drew Dahlke- Football Director: FootballDirector@lovelandyouthfootball.com
    • Aaron Anderson- Assistant Football Director: AsstFBDirector@lovelandyouthfootball.com
    • Shannon Walton- Assistant Cheer Director: AsstCheerDirector@lovelandyouthfootball.com
    • Beth Gilpin- Treasurer: Treasurer@lovelandyouthfootball.com
    • Nicole Mertes- Secretary: Secretary@lovelandyouthfootball.com
    • Jen Cook- Assistant Secretary: AsstSecretary@lovelandyouthfootball.com
  • The Board is also now using Microsoft Teams for LYF communications, which allows communications to be grouped together by topic and helps with organization. Our Microsoft software is free to LYF for 10 years.

• Tiger Bowl: proposed pre-season bowl game weekend hosted in Loveland
  • Contact has been made with the Loveland Varsity Head Football Coach- Coach Cruse
  • Details are still being solidified
  • Thought is that grades 4, 5, and 6 would play games on the High School Turf if possible and available on a Saturday and Sunday. Grades k/1, 2, and 3 would play games on the LYF Field on Saturday and Sunday.

 

Motions to accept President’s Report:  1^st-  Christina McCoy                         2^nd- Beth Gilpin

 

 

1st Vice President’s Report:

• Moving forward
  • Concession updates are being considered. More information on that to follow
  • There will be a clean up day….date is to be determined. We will need assistance with that.
  • Gate and Concession volunteer spots will now be together on one sign up genius.
    • New guidelines for volunteering are being considered

Motions to accept 1^st VP report: 1^st-  Christina McCoy 2^nd- Shannon Walton

2^nd Vice President’s Report:

• Getting Team Snap registration ready. Registration is planned to start on March 1, 2020
• Kevin Nelson has been working hard to update the LYF website. That should be up and running soon!
• Planning a registration/fundraising event for March 15, 2020 at the Fowling facility. More info to follow.

 

Motions to accept 2^nd VP report:  1^st-   Beth Gilpin                            2^nd- Shannon Walton

Treasurer’s Report:

• Beginning balance =

Ending balance =

• Late 2019/Early 2020 Expenses:
  • $95 for field Winterization
  • $542.25 Coca-Cola Bill
  • $22.33 for Insurance
  • $650 for Tiger Ball
  • $1,149.00 for Team Snap fees
• 2019 Review
  • Income: largest sources of income are from registrations, as well as Gate fees collected, and concession earnings.
  • Additional income comes from corporate kickbacks, fundraisers, and interest.
  • Expenses: Largest expenses are concession stand supplies, field costs, equipment/uniforms (in 2020, many helmets need to be re-conditioned), referee/clock operator fees, HUDL/Team Snap fees, Administrative fees (insurance, background checks for coaches, GCYFL fees), and charitable contributions (high school scholarships).  Minor expenses include supplies for Homecoming, supplies for 6^th grade sendoff, and annual awards (championship game winners).
• The LYF Board reviewed the proposed 2020 Budget at a budget meeting in January, and this proposed budget was presented line-by-line.
  • Proposed budget projects just under a $6,000 profit in 2020.
  • There will be a link LYF members can use to access and view the 2020 Budget
  • A motion was made by Shannon Walton to approve the proposed 2020 Budget. The motion was seconded by Doug Hyrne.  All members in attendance voted in favor of the proposed budget, no members were opposed.  The 2020 Budget was approved.
• There will be new procedures for concession and gate money for the 2020 season. More information will follow.
• LYF will be switching to a new bank for our banking needs, and new accounting software will be purchased in the near future.

 

 

Motions to accept Treasurer’s report:  1^st-  Andrea Jones                2^nd-  Drew Dahlke

Secretary’s Report:

• Next meeting will be Sunday, February 23rd at 7:00 PM. The meeting will be held at Loveland City Hall
• Upcoming work: setting up a meeting with the High School (Athletic Department and Head Varsity Football Coach), determining our field usage fees (practice spaces as well as fees charged for use of High School turf field), and further specifying the city’s responsibilities for the LYF Field.
• LYF Board meeting dates have been set for 2020, and the meeting space at Loveland City Hall has been reserved for all meeting dates
• We are considering a different distribution method for monthly meeting minutes.
• Team/Squad end of season financial reports: Just waiting on two teams to submit their statements.

Motions to accept Secretary’s report:  1^st- Christina McCoy                         2^nd-  Shannon Walton

Cheerleading Report:

• The cheer camp will again be offered at the High School this summer. The dates for the camp are July 28^th-July 31^st 2020
• Coaches will attend a session the evening before cheer camp begins: July 27^th
• The uniform package pricing has increased slightly to $204 for a full uniform. Purchasing the uniform as a package is cheaper than ordering each piece individually.
• The cheer coach survey will close on January 31, 2020. 45 surveys have been returned.
• The cheer director and assistant cheer director will have meetings with each coach beginning end of February to review the surveys.
• LYF will be purchasing one set of pink pom-poms for all squads to share during the month of October.
• There will be uniform fittings and a cheer uniform consignment sale in May. More information to follow.

 

Motions to accept Cheerleading report:  1^st-              Shannon Walton                        2^nd- Andrea Jones

 

Football Director’s Report:

• Football surveys: received 28 so far. Hoping to get more responses in coming weeks.  After the surveys are gathered, survey feedback will be shared with coaches.
• GCYFL news:
  • League officials are re-aligning divisions. These divisions are based on organizations as a whole, and we want to maintain our pod schedule so that all Loveland teams play at the same location on game days as much as possible.  Loveland with be in the Silver East division along with Kings, Little Miami Gold, and Milford.
  • The league is considering some playoff changes
  • There will be some new rule changes, which will be discussed in coach meetings. There is discussion of eliminating player exemptions.  There are minor punting changes, and there will be new age limit rules and restrictions for 6^th grade…there will be a 150 lb. weight limit to run the ball on offense.
  • The league is now requiring teams to pay a deposit. A deposit would be forfeited if Loveland would leave GCYLF after February 1, 2020.
• Coach meetings will start soon
• Loveland must declare teams to GCYFL by June 1, 2020.
• Clarification: teams can be practicing plays any time (including prior to the season).  No hitting until the official start of the season though!
• Practices can officially begin on July 13, 2020. The first regular season games will be the weekend of August 15, 2020.  Playoffs will occur at the end of October, with championship games on November 1, 2020.
• HUDL- LYF will pay for HUDL for 4^th, 5^th, and 6^th grade football teams. K/1, 2^nd, and 3^rd grade teams could have parents record games and share with the coaches/team.

 

Motions to accept Football Director’s report:  1^st-  Drea Jones                     2^nd- Beth Gilpin

Committee Updates:

• Facilities: concrete and good amount of framing are done on the new press box.  Tarps are covering the work done so far, and the work will continue in the Spring.
• Fundraising: there will be a fundraiser that pairs with a registration opportunity at the Fowling facility on March 15, 2020.  We will have use of the facility for 5 hours.  Still working on details.
  • We will continue fundraising opportunities at local restaurants and host another parents night out. We will explore a fundraising opportunity with Mike’s Car Wash, as well as the possibility of selling programs.
  • Doug also working out details for sponsorship opportunities.

Old Business:

• The nomination process for the LYF President position closed at the end of the November 24^th Kevin Nelson had been nominated for the role, and he had accepted the nomination.  A vote was held with Board members and members in good standing that were present.  Kevin Nelson was officially elected as LYF President for the remainder of the Presidential term.

New Business:

• Scholarship committee will be established at the February meeting
  • Nicole Mertes will chair this committee and will need at least 3 LYF members to volunteer to review scholarship applicants/select recipients. Christina McCoy has volunteered, so we will be looking for at least two more volunteers in February.  Scholarship applications will need to be reviewed between February 28^th and the end of March, 2020.
• A link will be sent to LYF members for a proposed parent code of conduct. Members should review this proposed document, and come to the February meeting prepared to vote for/against this proposed document.  If approved, the completion of a parent code of conduct form will become part of the registration process. (See tab in ByLaws section of website)
• A reminder that members do not need to be members in good standing (member in good standing = 4 meetings attended out of the last 12 meetings held) to volunteer for committees!
  • Tiger Bowl committee: please e-mail Kevin Nelson if interested
  • Disciplinary committee: This is the only committee that does require a member to be in good standing to participate.  We need two more individuals to volunteer for this committee.  If interested, please let a Board member know.
  • Scholarship committee: Looking for at least 2 more volunteers.
• Angie Harden has gathered information from Red Line regarding speed/agility training options. There is also a fundraising opportunity LYF could pursue with Red Line.
• A discussion occurred regarding concerns about registration….particularly at the K/1 level and how we might increase registration numbers.

Motions to Adjourn:

1^st- Christina McCoy

2^nd- Beth Gilpin

Board Members in Attendance:

Kevin Nelson (President), Andrea Jones (1^st VP), Doug Hyrne (2^nd VP), Drew Dahlke (Football Director), Christina McCoy (Cheer Director), Shannon Walton (Assistant Cheer Director), Beth Gilpin (Treasurer), and Nicole Mertes (Secretary)

 

Members in Attendance:

Kim Nelson (5^th grade football), Jen Cook (4^th grade football), Emily Dahlke (k/1 football, 3^rd grade cheer, and 5^th grade football), Angie Harden (5^th grade football), Bernadette Gabaree (4^th grade football), Shane Gabaree (4^th grade football), Dennis Davis (k/1 football and 5^th grade football), Nikki Forster (k/1 football and 5^th grade football), and Amanda Davis (k/1 football and 5^th grade football)

 

Motions to Accept Previous Meeting Minutes:

1^st-  Drea Jones

2^nd-  Christina McCoy

 

President’s Report:

• Met with the City regarding field space and field usage fees. We now have Boyke Park (field near LYF field between playground and the tennis courts at the front of the high school) year-round.  LYF will have use of the Phillips Park outfield spaces after August 1, 2020.
  • Our field usage fees for 2020 will be $1,100
  • We continue to work with the City to determine their responsibilities when it comes to the LYF field vs. our responsibilities, as well as extras when it comes to Boyke Park such as any extra lining requests.
  • Since we now have that Boyke Park space year-round, and since limited practice (no hitting) is now allowed in the off-season, some coaches may begin holding sessions in this space.
• Aaron Anderson has resigned from his role as Assistant Football Director due to work commitments. We thank him for his time, service, and dedication to LYF.
  • Nominations will be accepted immediately and continue through the next meeting for this position. If you have questions about this Board position, please reach out to a Board member.  Nominations can be made by e-mailing the nomination committee:
    • Christina McCoy: CheerDirector@lovelandyouthfootball.com
    • Emily Dahlke: greek4@aol.com
    • Kim Nelson: kimnelson73@gmail.com
    • Corina Sprankles: sprankles@gmail.com
  • Website is now up and running. Please let a Board member know if there is anything you would like to see added, or have pictures you would like us to add to the website!
  • Registration site is almost ready…just a little more work to do before registration opens at midnight on March 1, 2020!
  • Tiger Bowl: in communication with the high school about using the turf field for this event. Once we have a decision on that/availability, we will move forward accordingly.

 

Motions to accept President’s Report:  1^st-  Drea Jones                 2^nd- Drew Dahlke

1st Vice President’s Report:

• Continuing to look at a concessions wish list, and looking into auctions or possible donations from restuarants.
  • Wish list includes stainless steel countertops for sanitary reasons, new shelving, food warmers, a hot dog roller, and a pretzel warmer

Motions to accept 1^st VP report: 1^st-  Beth Gilpin                            2^nd- Shannon Walton

 

2^nd Vice President’s Report:

• Registration will begin at midnight on March 1, 2020. Registration for cheer will close on April 1, 2020, while it remains open for football until June 1, 2020.
  • Football registration will be $170.00 (k/1 still discounted rate, which will be $90), and there will be a $10 sibling discount. For late registrations, there will be a $25 late fee.
• A registration flyer has been created, and will get distributed/e-mailed. Nicole Mertes will e-mail a copy to the Superintendent’s office for approval to be included on the school website.
• We have a couple of registration signs that can be placed around the community, and we will look into ordering more.
• We discussed handing out flyers at the Loveland youth basketball games this week, as well as continuing to cross-promote through other Loveland youth sports.
• A question was asked regarding the schedule for registration money getting deposited into the bank account. Doug and Kevin will look into that.

Motions to accept 2^nd VP report:  1^st-   Christina McCoy               2^nd- Shannon Walton

Treasurer’s Report:

• Beginning balance = $29,450.03

Ending balance = $26, 820.88

• The only income this month was from interest
• Expenses:
  • $75 to purchase Quickbooks for accounting purposes
  • $934 for unpaid 2018 background checks
  • Insurance
  • 2020 GCYFL fees of $600 ($100/team) as well as a required 2020 deposit of $1,000
• In February, we are currently ahead from previous years.
• Looking at sending helmets out within the next two weeks for re-conditioning, which will be a large expense.

Motions to accept Treasurer’s report:  1^st-  Dennis Davis                  2^nd-  Drea Jones

Secretary’s Report:

• Next meeting is on Sunday, April 5, 2020 at 7:00 PM. The meeting will be at Loveland City Hall.  This is a change to the usual schedule due to Loveland Spring Break!

Motions to accept Secretary’s report:  1^st- Beth Gilpin                 2^nd-  Dennis Davis

Cheerleading Report:

• March 13, 2020: Coach survey meeting with head coaches at Christina’s house
• April 1, 2020: Cheer registration will close
• April 16, 2020: Coaches meeting at LYF Field for cheer coaches to go over season expectations.
• May 5 and 7, 2020: cheer consignment sale at Loveland Middle School from 6:00 PM – 7:30 PM.  All items to sell must get to Christina McCoy by April 26, 2020!  All uniform pieces will be accepted to re-sell.
• May 15, 2020: Uniform fittings for all new cheerleaders or those who need to purchase a new uniform at Loveland Middle School.  Purchasing a full uniform package is most economical vs. buying items separately.  Complete uniform package this year will be $204.00.  Jackets are $54.95, but any black jacket is acceptable as part of the uniform.  Parents must bring a smartphone to the uniform fitting to be able to select and pay for uniforms that evening!  Uniform fittings by grade entering in August, 2020:
  • 6^th grade: 4:00 PM – 4:30 PM
  • 5^th grade: 4:30 PM – 5:00 PM
  • 4^th grade: 5:00 PM – 5:30 PM
  • 3^rd grade: 5:30 PM – 6:00 PM
  • 2^nd grade: 6:00 PM – 6:30 PM
  • K/1: 6:30 PM – 7:00 PM
• July 28 – July 31, 2020: Little Cheer Camp at the high school main gym.  Cost will be $40.00, and registration is open now at lovelandsummersportscamps.com.  Discount codes can be made available for cheerleaders receiving free/reduced lunch.

Motions to accept Cheerleading report:  1^st- Drea Jones                 2^nd- Beth Gilpin

Football Director’s Report:

• Coaches meeting will get scheduled soon, hopefully within the

Committee Updates:

• Disciplinary: We still need two additional members for this committee.  Members who volunteer for this committee must be in good standing.  Please let a Board member know if you are willing and able to volunteer in this capacity.
• Facilities: Press box construction will continue once the weather warms up.
• Fundraising: There will be a registration event/fundraiser at the Fowling warehouse on March 15, 2020 from 1:00 PM – 5:00 PM.  The cost will be $20 if you play, but there is no cost if you don’t play.
• Scholarship: Nicole will chair this committee and be responsible for receiving and distributing applications to review.  Christina McCoy, Emily Dahlke, and Amanda Davis volunteered to serve on this committee.
• Tiger Bowl: Several members have volunteered to volunteer on this committee- Angie Harden, Nikki Forster, Ben Thomas, Jen Cook, Bernadette Gabaree, Dennis Davis, Amanda Davis, and Emily Dahlke. Thanks for volunteering!

 

Old Business:

• Angie Harden has gathered information from Redline training facility regarding a fundraiser opportunity. They would set up an obstacle course, and participants would raise money to complete the obstacle course, similar to the walkathon at the schools.  Considering a day in May for this.  LYF would receive 70% of the funds collected from that event.
• Redline training facility has also presented options for speed and agility sessions.
• Doug presented a plan for a 2020 sponsorship program, where businesses can receive benefits such as advertising at the LYF field or in the proposed LYF program booklet for sponsorship.
• The proposed parent code of conduct was posted on the Lovelandyouthfotball.com website for review. Kevin Nelson made a motion to approve this parent code of conduct with the addition of a sentence which indicates that a “failure to comply with the parent code of conduct will result in a referral to the disciplinary committee.”  Nicole Mertes seconded the motion, and a vote took place.  13 in attendance voted for the inclusion of a parent code of conduct, 0 opposed.  Parent code of conduct is approved, and will be part of the registration process.
• Registration opens at midnight on March 1, 2020!

New Business:

• Dennis Davis asked the Board to consider the purchase of a tackling tool, which he estimated to range from $125 - $250. The Board will consider this request as we move forward.

• Doug discussed a volunteer opportunity to assist the NEST program with their ninja challenge obstacle course on April 25, 2020 from 8:30 AM – 4:00 PM at Symmes Park.
  • Shifts would need to be established, and we would need 1 parent, and 2 kids for each shift at each station we help with. Currently, we are committed to helping at the footwork challenge station and the tire pull station.
  • Christina McCoy will assist with a sign up genius for this event.
  • We can likely have our registration signs posted at this event. In addition, it would be great if those who volunteer wear their football jerseys, football t-shirts, or cheer t-shirts to promote LYF at this event!

Motions to Adjourn:

1^st- Christina McCoy

2^nd- Shannon Walton