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

LYF 4 5 2020

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:

Andrea Dancy, Nicole Popolin, Monica Shreve, Jen Cook, Emily Dahlke, Nikki Forster, Jared Lindsay, Sara Case, Kim Nelson, Rodney Strayer, Heather Rich, Tiffany Nutter, Kayla Music, and Angie Harden

 

Motions to Accept Previous Meeting Minutes:

1^st-  Drea Jones

2^nd-  Christina McCoy

 

President’s Report:

• Crazy Times
  • Enjoy the time with family!
• TeamSnap
  • Our new registration platform- seems to be working well
  • Download the TeamSnap app for features such as:
    • Roster information
    • Team Chat
    • Photo sharing
    • Calendar
  • Activity level- Conditioning
    • Still anticipating a July 13, 2020 start, so players should be getting and staying active!
  • “Thank You” Letters to Loveland First Responders (based on 2020 grade level)- let’s thank them for their service and efforts during this difficult time!
    • K/1-3^rd graders: Fire Department
    • 4^th-6^th graders: Police Department
    • Drop off date/time/location to be determined
  • Register Now/Pay Later- LYF is extending this offer so you can register players, but have a little time before paying in these uncertain times
    • Select “Offline Payment” at checkout
    • Invoices will be sent in May
    • Payment must be received before jerseys are ordered, or player might not receive those in time for games

 

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

 

 

1st Vice President’s Report:

• Currently in a holding pattern during this COVID-19 pandemic
• Concession stand cleanup
  • Date/time to be determined
• Concession upgrades
  • Being considered, but decisions
  • will be made closer to the season

 

Motions to accept 1^st VP report: 1^st-  Christina McCoy                             2^nd- Rodney Strayer

2^nd Vice President’s Report:

• Registration numbers as of April 5, 2020
  • Football
    • K/1 = 6
    • 2^nd = 4
    • 3^rd = 3
    • 4^th = 5
    • 5^th = 11
    • 6^th = 13
  • Cheer
    • K/1 = 23
    • 2^nd = 16
    • 3^rd = 25
    • 4^th = 18
    • 5^th = 15
    • 6^th = 25
  • Football Registration closes at 11:59 PM on June 1, 2020
  • Cheer registration is now closed
  • We have a few yard signs up for registration
  • Will go with same company for coach background checks

 

Motions to accept 2^nd VP report:  1^st-   Beth Gilpin                                         2^nd- Christina McCoy

Treasurer’s Report:

• For the timeframe of February 29, 2020 – March 31, 2020
  • Beginning Balance = $26, 820.88
  • Ending Balance = $35, 703.92
• Income = $8,905.38
  • Registration
  • Corporate contributions
  • Interest
• Expenses = $22.34 for insurance

 

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

 

Secretary’s Report:

• Meeting minutes will no longer be e-mailed. Meeting minutes are now posted on our website so that everyone has easy access to them.  The minutes can be found under the “About Us” tab.
• Next meeting will be on Sunday, April 26, 2020 at 7:00 PM. This will be another virtual meeting.
• Jen Cook will be heading up our team reps this year….and handle communications/organization with them. We would love for team reps to be identified as early as possible so we can have meetings and get the reps prepared for the season as early as possible!

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

 

 

 

Cheerleading Report:

• Coaches Meeting will get established soon. Will change to a virtual meeting most likely
• May 1, 2020: All items for the consignment sale must be dropped off at Christina McCoy’s house (11667 Kosine Drive; Loveland, OH) to be checked and tagged for sale
  • Please place uniform pieces (shell top, skirt, shoes, and/or poms) in a bag
    • Uniforms pieces must be clean
    • Please include your name, phone number, daughter’s grade, and an e-mail address
    • If your items are sold, you will receive the money from the sale. If your uniform pieces do not sell, they will be returned to you as LYF does not have the space to store them.

 

• May 5 and May 7, 2020 from 6;30-7:30 PM: Consignment sale for returning cheerleaders only.  Exact cash only!  Checks or credit cards will not be accepted!  Location will be announced closer to the event based on social distancing restrictions at the time.
  • Uniform shell tops: $20.00
  • Skirts: $15.00
  • Shoes: $15.00
  • Poms: $10.00
• May 15, 2020: Uniform fittings.  Please bring your smartphones to place order!  If needed, there will be virtual uniform fittings.  Location to be determined based on if social distancing restrictions exist at the time.
  • 6^th grade from 4:00-4:30 PM
  • 5^th grade from 4:30-5:00 PM
  • 4^th grade from 5:00-5:30 PM
  • 3^rd grade from 5:30-6:00 PM
  • 2^nd grade from 6:00-6:30 PM
  • K/1^st from 6:30-7:00 PM

 

Motions to accept Cheerleading report:  1^st- Beth Gilpin                               2^nd- Rodney Strayer

Football Director’s Report:

• Equipment
  • Helmets have been sent in for re-conditioning. Business that handles that is still open for business!
  • Jersey/Supply Chain- Drew checking with Riddell.
• League Updates
  • GCYFL has decided that no practices can be taking place at this time due to COVID-19/social distancing
  • Northern Kentucky team has joined GCYFL. Should not affect Loveland really.  They will play in the Gold bracket.  Not likely that we will play them.
• Our division
  • Loveland, Milford, Kings, Little Miami Gold, and Lakota South
• Coaches Meeting
  • Thursday, April 9, 2020
  • This will be a virtual meeting…invitations will be e-mailed to coaches
• Field
  • Drew will get the irrigation system turned back on soon

 

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

 

 

Committee Updates:

• Tiger Bowl: tentatively scheduled for August 1^st and 2^nd, 2020
  • Kevin has reached out to the high school about the turf field. $60/hour charge for the field; $18.75/hour for janitorial services; would have to train someone on the scoreboard.
  • High school unsure of their exact schedule for the turf field yet because of the “camps” that happen there. So, unable to confirm time that turf will be available.
  • So, we will either have bowl games on 2 fields if we can get the turf field, or we will just have bowl games on the LYF field. Using only one field will reduce the money we make on the event.
  • Little Miami has expressed interest in participating in our bowl games, and we in turn, would attend theirs the following weekend.
• Facilities
  • Press Box construction will continue once social distancing restrictions have been lifted and as weather allows.
• Fundraising
  • Fowling fundraiser/registration event had to be postponed. Thanks to local businesses that donated gift cards for prizes/raffles….Trailside Provisions, Loveland Dairy Whip, Fowling Warehouse, and Tender Towne
• Program
  • Going to put together a program with pictures and advertising as a way for LYF to raise funds. Looking for people willing to volunteer on this project!
• Disciplinary
  • Heather Rich has volunteered to serve on this committee. The Executive Board voted,  and unanimously approved her as a member of this committee.
• Scholarship
  • The applications were received and the scholarship committee has come to a majority vote. The high school guidance office has been notified, and recipients will be announced in May.

 

 

Old Business:

• Tackling tool- tabling this discussion for now while we stay conservative with our budget. We will revisit this suggestion if the budget allows in the future.
• NEST Ninja Challenge
  • This event has been postponed
• Redline Training
  • More information to follow on exciting opportunities!

• Assistant Football Director
  • Term is for the remainder of 2020
  • Nominees
    • Jared Lindsay (coach for the 2020 6^th grade football team)
    • Dennis Davis (coach for the 2020 2^nd grade football team)
  • Voting
    • Those voting had to be members in good standing
    • Outcome: Jared Lindsay received the majority of votes and has become the new Assistant Football Director.  Welcome Jared!

New Business:

• Clarification on TeamSnap accounts/names that appear on communications

Motions to Adjourn:

1^st-  Christina McCoy

2^nd- Emily Dahlke

LYF Board Meeting Minutes

April 26, 2020

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:

Melissa Hendrix, Robin Huffsteder, Seth Jones, Amanda Davis, Michael Veeneman, Maria Veeneman, Amy Crawford, Emily Dahlke, Grant Galloway, Chris Gilpin, Jen Cook, Kim Schildmeyer, Nikki Forster, Patrick Colletta, Sunaye Allen, Tracy Smithers, Aubrey Haskamp, Sara Case, Heather Rich, Bernadette Gabaree, Shane Gabaree, Scott Hendrix, Andrea Dancy, Chasity Haskamp, Kelsey King, Aubrey Haskamp, Shawn Richardson, and Tracy Smithers

 

Motions to Accept Previous Meeting Minutes:

1^st-    Drea Jones

2^nd-  Emily Dahlke

 

President’s Report:

• Still planning on starting the season (first practice) on July 13, 2020. Ultimately, we will follow the Ohio athletic association and GCYFL guidelines.
• We may need to adjust practice fields if baseball needs to use the Phillips Park fields after August 1^st
• TeamSnap still seems to be working well. If there are any problems, please contact Kevin Nelson.
• Activity level: please make sure the kids are stretching and conditioning so they are ready to go when the season begins!
• Great turnout with the thank you letters for the police and fire departments! We had at least 100 thank you cards!
• Register now/pay later: select “offline payment” when you go to checkout if you want to register for football, but want to wait to pay until June.  Money must be received before uniform can be ordered!

 

Motions to accept President’s Report:  1^st-  Shannon Walton          2^nd-  Emily Dahlke

1st Vice President’s Report:

• No major updates. We need to wait to make decisions regarding concession updates until closer to the time the season can begin and the status of the budget at that time.
• The concession stand will be cleaned out and prepped in May/June as the current situation allows.

 

Motions to accept 1^st VP report: 1^st-  Shannon Walton               2^nd- Sara Case

2^nd Vice President’s Report:

• Registration is going smooth- no real problems
• 177 total signed up: 124 for cheer, 56 for football
  • Cheer:
    • k/1 = 24
    • 2 = 16
    • 3 = 24
    • 4 = 18
    • 5 = 15
    • 6 = 26
  • Football:
    • k/1 = 14
    • 2 = 5
    • 3 = 2
    • 4 = 8
    • 5 = 14
    • 6 = 15
  • Question: has the Board considered refunds if for some reason the season is impacted by COVID-19?
    • The Board would have to make that decision when the time comes

 

Motions to accept 2^nd VP report:  1^st-   Beth Gilpin                                         2^nd- Jen Cook

Treasurer’s Report:

• For April, 2020
  • Beginning Balance = $35, 703.92
  • Ending Balance = $37,099.03
• Income = $1,417.45
  • Registration
• Expenses = $22.34 for insurance
• We have paid roughly $1,900 in expenses from the previous year.

 

Motions to accept Treasurer’s report:  1^st-                Shannon Walton                        2^nd-  Nikki Forster

Secretary’s Report:

• Next meeting will be held on Sunday, May 31, 2020 at 7:00 PM. We will communicate if this meeting will be a virtual meeting, or in-person meeting closer to the meeting date.
• Sponsorship with Dick’s Sporting Goods is on hold during this period of shutdowns. Our rep had e-mailed to say he would not be available or checking e-mails until further notice.
• Ideally, team reps will be in place by mid-June, so Jen and I can start communicating beginning of the season information.

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

 

Cheerleading Report:

• Returning cheerleaders should make sure to try on their uniforms this week to determine if they still fit. Any items that cheer families would like to try to sell at the consignment sale should have those items turned in to Christina McCoy by this Friday, May 1, 2020!  Not many items turned in so far….
• May 1, 2020: All items for the consignment sale must be dropped off at Christina McCoy’s house (11667 Kosine Drive; Loveland, OH) to be checked and tagged for sale
  • Please place uniform pieces (shell top, skirt, shoes, and/or poms) in a bag
    • Uniforms pieces must be clean
    • Please include your name, phone number, daughter’s grade, and an e-mail address
    • If your items are sold, you will receive the money from the sale. If your uniform pieces do not sell, they will be returned to you as LYF does not have the space to store them.
  • May 5 and May 7, 2020 from 6:30-7:30 PM: Consignment sale for returning cheerleaders only.  Exact cash only!  Checks or credit cards will not be accepted!  For any cheerleader who turned in a uniform piece, they will be contacted by Christina to organize the purchase of a new item.
    • Uniform shell tops: $20.00
    • Skirts: $15.00
    • Shoes: $15.00
    • Poms: $10.00
  • May 15, 2020: Uniform fittings.  Smartphones will be used to place orders.  As of now, we are planning on a virtual uniform fitting.  Stay tuned for updates from Christina!
    • 6^th grade from 4:00-4:30 PM
    • 5^th grade from 4:30-5:00 PM
    • 4^th grade from 5:00-5:30 PM
    • 3^rd grade from 5:30-6:00 PM
    • 2^nd grade from 6:00-6:30 PM
    • K/1^st from 6:30-7:00 PM

 

Motions to accept Cheerleading report:  1^st- Emily Dahlke                               2^nd- Shannon Walton

Football Director’s Report:

• No GCYFL meetings in the last few weeks
• Had the first coach meeting
  • Went over a couple of rule changes
  • Communicated register now/pay later option to encourage registration
  • Next meeting May 21^st for all head coaches and assistant coaches.
• Head coaches will receive their survey feedback from the 2019 season soon
• 4^th, 5^th, 6^th grade HUDL accounts are established
• Riddell is shut down right now, but have plans to get back in operation soon. Roughly 116 helmets out being re-conditioned now.
• Jersey orders: will have to order jerseys earlier to guarantee delivery for the season considering the current situation.

 

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

Committee Updates:

• Tiger Bowl
  • High school cannot commit to our use of the turf field early-August.
  • If we cannot hold a bowl weekend prior to the season, perhaps we could organize a tournament/games after the season.
• Facilities
  • Everything is still on hold for the press box until restrictions are lifted
  • Drew will go to the LYF field and start field prep such as turning the water on
• Fundraising
  • Everything is on hold with businesses struggling right now and adjusting to the current situation
• LYF Program
  • Sunaye Allen has volunteered to coordinate this effort
  • Looking for 1-2 people to help her with this- Heather Rich, Nikki Forster, Amanda Davis, Sara Case, and Bernadette Gabaree have volunteered!
  • Lots of opportunities to consider in terms of business ads, parents buying space to honor their children, etc.
  • This will operate as its own committee, but will coordinate with the fundraising committee.
• Disciplinary- we are still looking for one volunteer for this committee. If you are a member in good standing, and would like to volunteer for this committee, please let a Board member know!

 

• Scholarship
  • The high school is finalizing plans to announce scholarship winners. More information to come, and LYF will announce our college scholarship recipients at the May Board meeting.

Old Business:

 

New Business:

• On our website, we have our LYF by-laws and forms posted for easy access.

 

Motions to Adjourn:

1^st-  Shannon Walton

2^nd- Emily Dahlke

LYF Board Meeting Minutes

May 31, 2020

 

 

Board Members in Attendance:

Kevin Nelson (President), Doug Hyrne (2^nd VP), Drew Dahlke (Football Director), Jared Lindsay (Assistant Football Director), Christina McCoy (Cheer Director), Beth Gilpin (Treasurer), and Nicole Mertes (Secretary)

 

Members in Attendance:

Angie Harden, Melissa Hendrix, Nikki Forster, Scott Hendrix, Sara Case, Kim Schildmeyer, Dennis Davis, Grant Galloway, Emily Dahlke, Chris Gilpin, Michael Veeneman, Maria Veeneman, Kelsey King, and Sean Harden

 

 

Motions to Accept Previous Meeting Minutes:

1^st-    Doug Hyrne

2^nd-  Beth Gilpin

 

President’s Report:

• Governor has opened things up for no contact practices only at this point. We are in touch with various coaches at different levels to continue to think about moving forward.
• Our season is still set to begin July 13, 2020….if anything, we may have to extend a no contact period.
• Numbers appear to continue trending down, which is good news.
• TeamSnap is up and those registered can see their rosters.
• Kids should continue to work on conditioning, so they are ready when the season begins!

 

 

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

 

 

1st Vice President’s Report:

• Will confirm if some purchases have been made for concession area.

 

 

Motions to accept 1^st VP report: 1^st-  Nicole Mertes                         2^nd- Doug Hyrne

 

2^nd Vice President’s Report:

• Registration total is at 97 football players, and 121 cheerleaders.
• Football registrations have gone up this month, but still down a bit from last year.
• Registration for football has been extended and now closes on June 14^th.
• Please help us reach out to people on former rosters to determine if they plan on playing again.

 

 

Motions to accept 2^nd VP report:  1^st-   Beth Gilpin                            2^nd- Jared Lindsay

 

 

Treasurer’s Report:

• Beginning balance = $37, 099.03
• Ending balance = $38, 777.73
• Income = $2, 561.65 (registration)
• Expenses = $882.95 (insurance, cheer coach shirts)
• Need to collect fees from unpaid registrants
• Have some fees yet to come out for accountant (tax) fees, helmet reconditioning, and field cleanup costs.
• Still have some unpaid fees from previous years
• $3,800 overspent at this point in terms of the budget
• Football coach shirts from last year will be reused

 

 

Motions to accept Treasurer’s report:  1^st-    Sara Case                                2^nd-  Jared Lindsay

 

 

Secretary’s Report:

• Next meeting will be held on Sunday, June 28^th at 7:30 PM
• Homecoming
  • There has been some communication with the Homecoming Parade coordinator. Just waiting to move forward with planning until we have a better idea of how things will look moving forward.
• Team Reps
  • Coaches should be finding team reps and letting us know those names so we can begin to prepare them for the paperwork/team binder process.
• LYF Scholarships
  • The LYF Scholarship Committee chose two recipients who will each receive a $1,000 scholarship. The recipients are Megan Korniak and Benjamin Morrison!  They each received a certificate, and a letter explaining how to receive their scholarship money.

 

Motions to accept Secretary’s report:  1^st-    Doug Hyrne                             2^nd-  Jared Lindsay

Cheerleading Report:

• June 1- deadline to pay for cheer uniforms
• July 1- coaches must provide practice information to Christina McCoy
• High School Lil’ Cheer camp- canceled and refunds were issued. If you have not received your refund, please e-mail Jake Elfers at elfersja@lovelandschools.org
• Coach tanks and cheer bows have been designed and ordered

 

 

Motions to accept Cheerleading report:  1^st- Sara Case                                2^nd- Doug Hyrne

 

 

 

Football Director’s Report:

• Trying to get registration numbers up
• Dennis Davis has put out some signs for registration
• We are on schedule for the start of the season
• Grant Galloway will be the head coach of the K/1 Football Team. All 2019 coaches are returning for grades 2-6.
• Looking at OHSAA for guidance on proceeding with the season
• Notice from GCYFL has said practices can resume (no-contact)…7 players to 1 coach. These should be conditioning practices.
• No May coaches meeting because there was nothing to discuss
• June 18^th- projected next coaches meeting
• USA Football- will require normal certifications (like we usually do). If we do not have a season this year, they will carry over all certifications to the next year (so won’t have to undergo the whole process again).
• Next weekend Drew will go up to the field and turn the water back on.
• Guidelines to move forward seem to be similar to what has come out for other sports. Our benefit is that we have our own field that is not shared with a high school.
• Question about the $300 we owe GCYFL from fee for previous year. Kevin will follow up on that at the next GCYFL meeting.

 

 

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

 

Committee Updates:

• Tiger Bowl
  • Given the current circumstances, moving forward to host a bowl game prior to the season would be difficult
  • Possibility of hosting an end of season opportunity
• Facilities
  • Press box- Doug will start uncovering the press box in the next few weeks and moving forward. Doug will be looking for volunteers to help.  No more contractor work is required.  The rest of the work can be completed with volunteer help.  We will have to order the steps for the press box, as those are attached in one assembled piece.  These take a few weeks to build and receive.
    • Volunteers needed to: build deck, roof the deck, install siding, attach the steps. Doug will send out more information in the coming weeks.
  • Volunteers would also be appreciated to help with general facility prep!
• Fundraising
  • On hold as businesses are just getting back up and running.
  • Angie Harden still working with Redline- Redline would come out to our facility and run the obstacle course fundraiser. Speed and agility training still an option as well.
  • Spirit wear through RP Diamond- would happen after registration
• LYF Program
  • Sunaye Allen has the names of all those who volunteered to help at the last meeting.
• Disciplinary
  • Still looking for another member in good standing to join this committee.

 

Old Business:

 

New Business:

 

Motions to Adjourn:

1^st-  Beth Gilpin

2^nd- Drew Dahlke

LYF Board Meeting Minutes

June 28, 2020

 

 

Board Members in Attendance:

Kevin Nelson (President), Doug Hyrne (2^nd VP), Jared Lindsay (Assistant Football Director), Christina McCoy (Cheer Director), Shannon Walton (Assistant Cheer Director), Beth Gilpin (Treasurer), and Nicole Mertes (Secretary)

 

Members in Attendance:

Emily Dahlke, Melissa Hendrix, Scott Hendrix, Sunaye Allen, Nikki Forster, Grant Galloway,

 

Motions to Accept Previous Meeting Minutes:

1^st-    Emily Dahlke

2^nd-  Beth Gilpin

 

President’s Report:

• Season is scheduled to start July 13^th, as originally planned
• Governor has not approved us for competition between organizations yet, but hopefully that is coming soon.
• Practices should still be starting July 13^th, but we need everyone to be patient!
• All teams will be practicing at LHS for now, since baseball is going later in the season. We do not have Phillips Park space until at least August 1^st.
• We will have changes this season: cleaning schedule, signs posted, masks in the concession stand, some changes to food (ketchup packets, nacho cheese cups, etc.)
• A few additions to the website today- Parent code of conduct, GCYFL rules, Lindsay Law forms, medical forms, and COVID related information (including OHSAA updates)
• Conditioning practices started at Redline for 4^th, 5^th, and 6^th grades on Tuesday and Thursday nights from 7:30-9. Cost is $10 per kid, per session.  K/1 and 2^nd grade had a Saturday session with around 13 kids.  No session for K/1 and 2^nd this Saturday, July 4^th due to the holiday, but will resume on Saturdays after that.
• We must be mindful this season as parents/coaches when a player says they aren’t feeling well. If they are feeling SICK, they should be staying home.
• August 10^th, 11^th, and 12^th will be LYF pictures.

 

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

 

 

 

 

 

 

1st Vice President’s Report:

• Drea will start going into the concession stand to start prepping the area.
• Drea will start comparing prices and working on the food price list. Will likely have to increase some food prices.
• Doug has someone who is willing to donate paint for the concession stand area.

 

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

 

 

2^nd Vice President’s Report:

• Registration is closed. Still down a bit on football numbers.  Total football registrations is 126.  Total cheer registration is 121 cheerleaders.
  • Football
    • K/1= 23
    • 2 = 14
    • 3 = 15
    • 4 = 16
    • 5 = 24
    • 6 = 34
  • Cheer
    • K/1 = 24
    • 2 = 16
    • 3 = 23
    • 4 = 18
    • 5 = 15
    • 6 = 25

 

Motions to accept 2^nd VP report:  1^st-   Grant              Galloway                        2^nd- Emily Dahlke

 

 

Treasurer’s Report:

• Information reported from May 31, 2020- June 28, 2020
• Beginning balance = $38, 777.73
• Ending balance = $43, 544.08
• Income = $5, 195.35
  • Mainly from registration
• Expenses = $429
  • General Liability insurance
  • $150 for PO Box renewal
• Registration down $5,100 from last year but we do have some possible ways to make that up.

 

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

Secretary’s Report:

• Next meeting will be held on Sunday, July 26th at 7:30 PM
• Homecoming
  • There has been some communication with the LHS boosters about Homecoming. Just waiting to move forward with planning until we have a better idea of how things will look moving forward and how schools plan on operating in the Fall.
• Youth Night
  • Again, waiting to see the plan for schools to resume in Fall, as well as what a high school football season will look like before we make any decisions. Personally, I recommend scaling back with this event since we may not have much information until closer to this opportunity.
• Team Reps
  • Still needing team reps for 2^nd and 3^rd grade football teams.
  • Team Rep meeting is being offered to prepare reps for paperwork/team binders…offering one date for virtual meeting now, but will add another a week later if necessary.
• Dick’s Sporting Goods Sponsorship Program
  • Completed online application, but those will not be reviewed until June 30^th or after
  • Also reached out to try to schedule a discount shopping day. Those also cannot be booked until on or after June 30^th, but I communicated that I would like to have a date as close to our season start date of July 13^th as possible.
• Doug has reached out to the background check company, so we will be receiving a link for that soon.

 

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

 

 

Cheerleading Report:

• Christina has started receiving some cheer uniform pieces, but she is still waiting on a few pieces. Once everything is received, T and Shannon will sort it all out.  Uniform distribution date is TBD
• Christina has picked up cheer coach shirts
• Concussion training link and Coach Lindsay Law forms have been forwarded to cheer coaches.
• Cheer coaches need to let Christina know when and where they will be holding practices by July 1^st. High schoolers will then be able to sign up to help youth cheer squads.

 

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

 

 

 

 

Football Director’s Report:

• No new information on the helmets that were sent out for reconditioning. Should be receiving them mid-to-end of July.  This may result in a longer conditioning period in terms of practices.
• 116 jerseys were ordered. Those should also be in mid-to-end of July.
• Next coach meeting will be July 9^th.
• Loveland will host our own weigh-in, with each team getting assigned a time. Weigh in date suggested is July 27^th.
• Our first bowl game as an organization will be August 8^th in Little Miami. We are not planning on anything the first weekend in August, which means we will not be participating in the Bethel Bowl.
• Games should be starting August 15^th. Loveland should have a bye weekend Labor Day Weekend, but we may need to be flexible.

 

Motions to accept Football Director’s report:  1^st-  Nikki Forster                  2^nd- Jared Lindsay

 

 

Committee Updates:

• Tiger Bowl
  • No pre-season Tiger Bowl considering things have been uncertain with COVID.
  • Possibility of a post-season opportunity
• Facilities
  • Press box- been uncovered and siding is up. Started on the retaining wall, and that has since been finished.  Ready for the 2^nd floor to be put up..
  • Field prep- bathrooms have been cleaned up, flower beds have been cleaned up, and weeds have been removed from walkways.
  • All help with these tasks are welcome in the coming weeks! Using volunteers to keep our cost down.
  • TeamSnap notifications….when you put an event on a TeamSnap schedule, you can check if you want teams notified of the calendar additions. We recommend that families do not turn off notifications, even though we know a lot is coming through right now.
• Fundraising
  • Opportunity at Redline- obstacle course that football players/cheerleaders can participate in to raise money. There will be 10 obstacles.
  • Will register for this event electronically, and donations can be accepted online.
  • 2 weeks of raising money, and then the event.
  • Start fundraiser registrations and seeking donations July 6^th. Event at Redline on July 19^th.
  • Redline staff will be working each obstacle station.

 

 

 

• 2020 LYF Season Program
  • Sponsorship will result in a full page or half page ads in the program.
  • Content expected to be picture of each team and team roster (jersey numbers and names)
  • Possibility for people to pay a fee to print messages to players/cheerleaders
  • Families of 6^th graders- option to include a special message for participants ast year in LYF
  • Will sell them all season
  • Considering a pre-order option. Likely would be ready for early-to-mid September.
• Disciplinary
  • Still looking for another member in good standing to join this committee.

 

 

Old Business:

 

 

New Business:

 

 

Motions to Adjourn:

1^st-  Beth Gilpin

2^nd- Emily Dahlke