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October 2022 Board Meeting Minutes

October 19, 2022

Rochester Sports

Board of Directors Meeting

Wednesday, October 19th, 2022; 7:30am



Present: Nelson, Tesch, Gaskell, Groettum, Behrens, McElroy, Lester, Davidson, Muellner, Miksch, Aagard, Keller, Kauffman

Excused: Macken, Kappes

Unexcused: Nance, Cothern, Widman, Weiss,

Staff Present: Funk, Esau, Curran

Guest: Ihrke, Richards

  1. Call to order

Gaskell called the meeting to order at 7:33am.

  1. Introduction of Ryan Keller: Will be taking over for Wills spot. Ryan helped us get our guest speaker this year for the Sports Banquet and is active in local sports and officiating. Works at Mayo and is on the Bolder Options Board.

  1. Approval of Minutes:

Motion to approve the September minutes was made by Behrens, seconded by Groettum and passed.

  1. Financials
  • Behrens:
    • BS: 1396 Accounts receivable – Jessica got a lot of the hotel rebates in and this have now gone down from collecting on invoices.
    • General P&L: 5195 Supplies, 5215 Misc. These two are a bit above budget but we do have money in other areas to cover this if we are over at the end of the year. Sales Conventions is up from Jess and Erics Detroit payments coming in. 5450 – two small payouts for event subsides went out.
    • Event P&L: 6510 Officials and Refs, 6516 Venue cost – continue to increase with normal event expenses. 6601 hotel rebates – up $20,000 as we have paid out event owners.
    • Matt: we just received the additional $25,000 from the city for sales and conference travel.

Motion to pass the September financials was made by Kauffman, seconded by Davidson and passed.

  1. Event and Organization Report:
    • Esau: Introduced Angie Richards who is now the Vice President of Sales from Experience Rochester. She will be filling in for Joe Ward when he cannot attend the meetings. Matt Met with Alison, the City Administrators. We reviewed a mid-year report and their staff is happy we are back to our 2019 numbers. We will be presenting to city council at a future date. We are getting back to our busy season coming up starting in November. Early Bird Basketball has 278 teams right now which is a record for that event. We are nervous about getting enough officials and facilities/courts. Late last week we lost Byron because they do not have custodians to work. 
    • Linsy: Volleyball registration opened October 1st – things are coming in steady. Once tryouts are done for JO season is when things usually get busy starting around December. Working on training in everyone for tasks while I will be gone on maternity leave.
    • Curran: Working on NJCAA DIII Volleyball with Linsy being gone. Things are ahead of schedule and we are just waiting for teams to qualify on the 31st. We have had two new swim events this fall added – colligate quad was last weekend and the Rochester Swim club Nov. Invite is coming up. Big Pumpkin Hockey with 24 teams is also coming up. Jessica has taken over working on Sponsorships this year and has already gotten a handful of new sponsors for 2023.

  1. Old Business:
    • PR Committee: Will work on doing a write up on the Legion State event coming up next year. Still need to do a release for the Sports Banquet speaker.
    • Foundation Report: Ed will be attending the 4S Summit in Florida and presenting on the Foundation. There is no current news on the arena project.
    • Sports Banquet: Ben Leber is the guest speaker for this year’s sports banquet – he is confirmed and the contract is signed. We will be selling tickets on Eventbrite and the site will go live November 1st for view only – and tickets will go on sale November 28th once the nominee has been selected. Next month we will bring posters to be able to hand out. We will also have the sign-up sheet for the board to volunteer at the event. Press release is going out next to announce the guest speaker. PSA’s will start running right after that up until the event.

  1. New Business
    • Hospitality First: 9:30-11am – Matt will be talking
    • Board Members: As of right now, Autumn Kappes is the only board member who is going off the board this year. We are looking to vote two people in today. Ashley King – with Newts and works with the management side of food and beverage. Paul Barbaro with Kahler properties is the second individual.
    • Ihrke asked if we are filling our board positions as listed in the Bi-Laws. Matt mentioned yes, we are making sure to review that and add individuals to the board in spots we feel are missing.

Motion to approve the two suggested board members was moved by Kauffman, second by Miksch and approved.

  1. Adjournment- A motion to adjourn the meeting was made by Behrens, seconded by Miksch and passed. Gaskell adjourned the meeting at 8:14am.