March Meeting Minutes
Cape Vikings Pop Warner Minutes
Date of Meeting: March 13, 2018
Call meeting to order: 7:15PM
In attendance: Dwight Tingle, Harry Hudson, Felicia Seller, Kim Webb, Shannon Staggs, Lauren Ghabour, and Jene Duffy.
Introduction of new member and guest:
· Lauren Ghabour was introduced as the new Secretary of Cape Vikings Pop Warner
· JD Maull was introduced as the new Cape High School football coach.
o Mr. Maull expressed his excitement in working with our Pop Warner organization. He said he would like to have his athletes come to some of our practices and games in order to show support. Mr. Maull also shared that having a close relationship with our organization is beneficial to our community and to both of our programs.
Treasury Report
· Currently our account balance is $5046.53
· In the past month there has been 1 check written to Cape Henlopen School District for the Game fields for 2017. A few deposits have been made from Banquet Ticket Sales and Banquet Silent Auction, Change from Concessions, and a Yankee Candle Check from the 2016 Fundraiser (yes, an old check).
Shannon also wanted to make it aware that she has applied for the USA football grant as well as submitted a proposal for Dick's Sporting Goods Sponsorship program. She is also working on submitting our application for the Ravens Youth Football Grant.
The tax postcard (990) has also been filed for our league for 2017.
President
· Sponsorship
o Changes were made to the sponsorship sheet;
§ Waiting on pricing information from Arenas Signs. Kim will be calling to solidify cost and sizing options.
§ For the top sponsor category $2500-Name of business will not be on back game jersey. However, their name will appear on the practice attire.
§ The sponsor signs will not be at the practice field. Their signs will be present during all home games.
§ Athlete/Player Sponsor will be just that. A person can donate $150 for an athlete whose family may not be able to afford for their child to play. This will be anonymous.
o Felicia will make the final adjustments to the sponsor sheet and email to board members.
o Money for sponsorship will be collected at the time of signing the contract.
o Tingle mentioned keep a running list of people/businesses we have contacted so that we don’t overlap.
o Tingle will be making follow up calls to Lefty’s, Long&Foster, Procutz Sports Barbershop, and Nalu.
· 20/20 Fundraiser
o Dwight shared the letter he created for Jameson to use when asking friends and family for money.
o It was discussed and decided on that this would be a fundraiser per family, and not per athlete.
o Each family is responsible for getting 20 people to donate $20 in a show of support for the athlete and the CVPW organization. Therefore, $400 will be collected in total from each CVPW family.
o This fundraiser will start after signups in April (4/22&4/29) and run until equipment hand-outs in July (7/20, 7/21).
o Each Team Mom will have a receipt book that they will use. So when a family turns in their money they will receive a receipt. This will help us track who has and hasn’t completed the fundraiser.
o The families will have to fill out a sheet with the names of all the people they collected money from. This will also be turned in with their money.
o Incentives
§ Movie night for the team that has to most money turned in by the end of the first week of practice.
§ Long sleeve t-shirts (from the warm-up set) will be handed out when money is turned in.
· Equipment Handout – July 20th and 21st…Location is TBD
· CVPW Head Coaches Meeting on 3/27/18 @6:30. JD Maull will be in attendance.
· Parent Apparel
o Using Moritz Embroidery Works
o Dwight is hoping to have a representative at the April meeting to choose items we would like to have in our online store.
o The closing date is TBD but will have to be sometime in July in order to get the gear before the first game.
· Practice Gear- Football and Cheer
o We are now using Dorman’s Custom Apparel out of Milton for the practice gear. They were able to get us better pricing, and we don’t have a March 30th deposit deadline.
o Dormans will also be doing the coach’s shirts.
· Trophies…It was decided during the meeting that we will not be buying and handing out trophies at the end of the season banquet. In lieu of trophies we will be giving the warm-up sweat suits from the practice gear package.
Vice President
· 7v7 – Sign-ups will coincide with CVPW sign-ups (April 22nd and 29th)
o Looking for athletes ages 10-12. Maybe 13 and 14 year olds, this is dependent on numbers.
o Cost of sign up is $25 per athlete. This includes game t-shirt.
o Insurance for each team is $15.
o Each team will have 8 players, and will be coached by current/future CVPW coaches.
o Season will begin June 1st and end in the middle of July.
o 6 hours of practice must occur before the first game.
· Sign-ups – April 22nd and April 29th @ Meineke
o CVPW flyer will continue to be posted on Peachjar.
o If numbers are low Harry brought up the idea of having an additional sign-up. He said that Lefty’s would be a good option as another location.
o This would be good for Lefty’s business as well as providing us another opportunity to hit people who may not know about CVPW.
o Still looking for other avenues to get the word out about sign-up dates.
· Tag Days/Helmet Days
o Harry thinks it would be financially beneficial for athletes to stand out in front of local businesses and collect money for our organization.
o He says he has already got WaWa in Lewes locked in, but also thinks Walmart, and McDonalds would be good locations.
o Each team would have a different weekend to collect.
· Chicken BBQ
o Harry says that he has the grill and people to cook the chicken. He also has a hook-up to get reasonably priced chicken.
o We will have volunteers make side dishes that will be dropped off in shifts throughout the day.
o Location, date and time are TBD. There was a mention of it being held during the 7v7 home game.
· Radio Station – Harry will continue his radio appearances. He will plug our fundraising opportunities as well as sign up dates and times.
Scholastic VP
· Kim wants a copy of each athlete’s 4th marking period report card. The copy needs to be 2 SIDED, and turned in on equipment day or within the first week of practice.
Cheer VP
· Carpeted mats are needed. Felicia will check the pricing and let us know.
· USA Cheer is able to do a cheer camp this summer. Looking at July 21st and 22nd. They will work on tumbling, cheers, etc. Cost will be $80 per athlete and this price includes t-shirt and food.
New Business
· It was discussed that we are in need of special committees. The following were addressed:
o Concession Manager
o Field and Facility Director
o Fundraiser/Sponsorship Coordinator
o Equipment Manager
o Player Safety Coach
Meeting was adjourned at 9:20PM
Next meeting will be April 10, 2018 @ 7pm, Cape Henlopen High School