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12/13/2017

PAA Monthly Meeting Minutes:

N President – Fatima Bonner

VP Finance Y VP Membership – Joanna Cortes-Alier

VP Athletics Y Treasurer Amy Hatchett

Y Cheer Dir – Rhonda Smithbey

Y Secretary – Michele Nichols

Y Baseball Director – Barry Nichols

N Baseball Director – Mike Gray

N Basketball Dir – Kevin Bonner

Y Member At Large / Concerns – Adrienne Scott

Y Football Director / Webmaster – JaBari Scott

Softball

N Football Director Brian Roberson

Parents in attendance: Kenny Jones (PAA Baseball Coach and upcoming Co-Director) & Timothy Edmond

(upcoming Football Director)

Call meeting to order 6:38PM

Approved and Accepted Minutes

Approved and Accepted Treasurers Report

Discussion

JaBari / Brian Roberson, Co-Football Directors

Equipment Reconditioning – new rules, 10 years for helmets at a cost of $12 each. Pads were

reconditioned and are fine. The vendor will look at them to see if they need to be reconditioned. He

works at schools in North Chesterfield. $ amt – TBD and they do pick-up service.

PAA is in noncompliance with CQL. 6 meetings were missed in 2017. In order to reinstate, we have to

attend 2 consecutive meetings and pay the $100 reinstatement fee. We can reevaluate our status in the

spring.

Webmaster – Jabari Scott

Michele will work with JaBari to free up space by moving older forms to the Google Drive.

Passwords were changed recently so that JS could gain access to the site.

Content checks – JaBari will clean out as new stuff comes out.

Amy Hatchett, Treasurer

The last check ($1300) to Disco Sports was reissued because it has not yet been rec’d. It was agreed that

we’ll just issue another check to Disco and make sure the other check is not cashed. And if it is… we’ll

just have them credit our account or issue a refund. (Michele Nichols, 2018 Treasurer, is aware of the

situation.)

Rhonda will mail the Cheer Checks to the parents that have not met her to pick up the money.

Rhonda Smithbey, Cheerleading Director

We have 21 Cheerleaders for Winter Season on 3 teams.

Hair Bows – we may use last year’s hair bows that were not given out and simply remove the names.

We have 2 new coaches for Flags and Minors. Each will need to get their coaches cards: Felicia O’Bryan

and Qinshae Clack.

Fatima Bonner, President Directors

April 19th, 2018 is the Kindergarten Registration – Board Members should mark their calendars and be prepared

to work 2 hours during the day. 9am to 7pm.

Adrienne Scott, Member at Large/Concerns

n/a

Kevin Bonner, Basketball Director

3 Teams

We had to turn away older kids because we didn’t have team coaches and we had to turn away some younger

players that signed up late and we didn’t have enough for a new full team.

Michele Nichols, Secretary

Time to start picking up the PAA signs.

Joanna Cortes, VP Membership

xxx

Barry Nichols / Mike Gray, Co-Baseball Directors

The new flyers were created and approved by Chesterfield County.

Michelle Meyer-Gray has made the flyer copies and it was decided that we will hand out the copies

during the first week back to school, after the Christmas break.

There was a new parent meeting held at Providence Elementary. Dr Rucker and PTA were in attendance

and from PAA: Rhonda, Fatima and Barry. This meeting emphasizes younger families, which is what we

want to attract to PAA. Since only a few families attended, another meeting may be held in Jan.

Xxx, VP Athletics Xxx, Softball Director Xxx, VP Finance

Xxx, Concession Chairperson Xxx, Homecoming Chairperson

Old Business

New Business

NOMINATIONS for 2018 were held and the following positions were voted upon. Each member was voted in

for the 2018 school year:

President Fatima Bonner (no change)

VP Finance no one nominated

VP Membership Joanna Cortes-Alier (no change)

VP Athletics Timothy Edmond (new add)

Treasurer Michele Nichols (role change)

Secretary Adrienne Scott (role change)

Cheer (Co) Directors Rhonda Smithbey (no change)& TBD

Baseball (Co) Directors Barry Nichols (no change), Mike Gray (no change) & Kenny Jones (new add)

Football (Co) Directors Timothy Edmond (new add) & TBD

Softball no one nominated

Basketball (Co) Directors Kevin Bonner (no change) & TBD

Meeting Adjourned at 7:00pm

11/8/2017


N President – Fatima Bonner

VP Finance N VP Membership – Joanna Cortes-Alier


N Cheer Dir – Rhonda Smithbey



Y Baseball Director – Mike Gray




Softball


Parents in attendance: Kenny Jones (PAA Baseball Coach and upcoming Co-Director) & Timothy Edmond

(upcoming Football Director)




Discussion


Outstanding Checks

Check #1819 Pamela Jennings (NEW CHECK) $ 165.00

Football

Check #1827 Katie Duke $ 20.00

Cheering

Check #1828 Hannan Moats $ 20.00

Cheering

Check #1829 LaTaura Morgan $ 20.00

Cheering

Check #1834 Latasha Davis $ 20.00

Cheering

Check #1839 Stephanie Sweeney $ 20.00

Cheering

Check #1840 Hiwot Amare $ 20.00

Cheering

JaBari will follow up with Football Parent. Start calling until she answers. We do not want this to go

another year without resolution. We’ve already paid one stop fee.

Rhonda – call the Cheer Parents.


We discussed the future of PAA Football. We may not be able to field all of our teams next year. Board

decided that it would be best to start small and focus on the younger kids and rebuild our program. Start with a

Flag & Minors Team and not worry about the Junior and Senior programs. It is our assumption that both CQL

and the Metro League programs are focusing on big school programs and not worrying about the “little”

programs.

Shed Clean-up is Nov 12th at 2pm. The football pads have all expired, so we’ll be making a lot of room in

the shed for other sports!


n/a


Cheer banquet held on 11/17 at CiCi's pizza. It turned out well!

Have CiCi's pizza receipt and check request for Amy. I will drop it off at your house tomorrow morning

Amy, along with the other deposit forms from the past few months.

So far 7 cheerleaders have signed up for basketball cheering. Next sign up is on Friday, November 17th

Next CCL meeting will be held on Thursday, November 16th

PAA has been assigned Tuesdays and Wednesdays at Providence Elementary Cafeteria for cheer

practices, starting December 5th

Submitted basketball cheer budget to board on 10/23. The only change is that cheer registration will be

$48 to include $20 per cheerleader to rent out Cheer Challenge/Fame cheer gyms a few times.


n/a


n/a


n/a


Shed Clean-up date is Nov 12th at 2pm. Posted on PAASports Calendar.

This weekend: work on Baseball form changes and set up dates for spring signups at Davis, Reams and

Providence.


If you have not paid your 2017 PAA Membership Dues, you will not be able to vote next month.

o JaBari and Adrienne Scott

o JoAnna Cortes

o Fatima?


2018 Baseball Rule Changes. We need to incorporate these into the 2018 sign-up forms:

o Age Change Cutoff changed from Apr 30th to Aug 31st. Will effect 36% of CBC program, but they went

ahead, voted and made the change. Our assumption is that they have a lot of upset parents.

o Bat Size Changes – if a player shows up with an illegal bat size, team may have to forfeit the game.

o Pitching Changes – distance from Mound to Home Plate changing.

They will come up with a budget for upcoming season.

Review of 2018 fees – small change coming up with regards to fundraising.

Website/forms need to be updated to reflect new Birthday Cut-Off. Will be completed with Michele

Nichols



Old Business

Football and Cheering were going to bring in Metro-League representatives. Hope to have them visit

at the November meeting? – See notes under Football. Idea nixed.

New Business

NOMINATIONS for 2018:

President Fatima Bonner (no change)

VP Finance no one nominated

VP Membership Joanna Cortes-Alier (no change)

VP Athletics Timothy Edmond (new add)

Treasurer Michele Nichols (role change)

Secretary Adrienne Scott (role change)

Cheer (Co) Directors Rhonda Smithbey (no change)& TBD

Baseball (Co) Directors Barry Nichols (no change), Mike Gray (no change) & Kenny Jones (new add)

Football (Co) Directors Timothy Edmond (new add) & TBD

Softball no one nominated

Basketball (Co) Directors Kevin Bonner (no change) & TBD


10/11/2017


Y President – Fatima Bonner

VP Finance N VP Membership – Joanna Cortes-Alier






Y Basketball Dir – Kevin Bonner

N Member At Large / Concerns – Adrienne Scott

N Football Director / Webmaster – JaBari Scott

Softball


Parents in attendance: Kenny Jones (PAA Baseball Coach and upcoming Co-Director)




Discussion:


Several Cheer checks are outstanding and have not yet been cashed. Need follow-up from Rhonda.


n/a


n/a


Cheer Competitions coming up:

1. Oct 15th – Matoaca Cheer Competition

2. Oct 22nd

– CCL Cheer Competition

Rhonda would like to start Cheer Practices for Basketball Season the first week of Dec, assuming we need

new coaches. Rhonda will check with CCL which days/school they have been given.

JaBari could you add the new cheer dates to the PAA Calendar? MN Done 10/10/17.

Bev has created the flyer for Basketball/Cheer Registrations. In process of approval.


n/a


n/a


2017-2018 Budget (attached)

Registration dates will be as follows and have been booked in the cafeteria/front lobby:

o 10/27/2017 – 630-730 @ Providence Elementary (updated for T&T)

o 11/3/2017 – 630-730 @ Providence Elementary

o 11/17/2017 630-730 @ Providence Elementary

o 12/1/2017 630-730 @ Providence Elementary

Suggested updates to the PAA conduct document were approved and will be incorporated to the PAA Code

of Conduct:

1. I want to have the parent conduct form to be updated to call out that parents who act up and yell at the

coaches, refs, officials, etc. will be asked to leave immediately and the child will be kicked off the team

and no refunds. Let’s make this line bold in that document.

2. I want to have the parent conduct form to be updated to call out that there will be no refunds after the

final registration date.

The Budget, as submitted above, was voted and approved for the 2017/2018 Basketball Season. Kevin will look into using Dicks for the upcoming season uniforms. Bring an approved uniform and request

that Dicks color-match.


Shed Clean Up Date is Nov 12th. Posted on PAASports Calendar.

PAA Signs to the high traffic corners. Need to create “Basketball/Cheer” tag and affix to the bottom of each

sign. Michele to create. As soon as those are created and laminated, the PAA Signs will be given to Kevin

Bonner for distribution around the area.

Provsports emails have been updated thru Fall-2017 Cheer.

As soon as the Flyer has been approved (routing by Bev), Kevin Bonner will make copies for 3 elementary

schools (Providence, Reams and AM Davis) and Providence Middle School. Fatima will distribute to the

elementary schools and we have enlisted Michelle Meyer-Gray to send out at PMS.

Michele will email elementary schools a message to include about PAA and Basketball/Cheer registration

(email out 10/2 MN) and create a post for the Facebook and PAASports Site. (waiting on the flyer to create

the post, in process as of 10/12)

Fatima will send an email to the PAA Membership regarding the upcoming season.

Michele will update the PAA Basketball forms and provide Kevin with a PDF.


n/a


Introduction of Kenny Jones, who along with his wife, will eventually take over the Baseball Director

position. Kenny will shadow Barry Nichols and Mike Gray for the 2018 Spring Season (after being voted in)

and plan to take over as Director with the 2019 Spring Season.

When we have upcoming nominations (Feb-2018), we would like to have Barry Nichols as Director with Co-

Directors of Mike Gray and Kenny Jones.

Bat shopping for upcoming season still in process. Also looking into buying new Catchers Equipment and

Batting Helmets.



Old Business

New Business


09/18/17

PAA Monthly Meeting Minutes

Present:


N VP Finance Y VP Membership – Joanna Cortes-Alier

N VP Athletics N Treasurer Amy Hatchett







Y Football Co-Director / Webmaster JaBari Scott

N Softball

Y Football Co-Director Brian Roberson

Parents in attendance: Timothy Edmond (new family to school, very interested is getting involved)


Minutes – not sent out

Treasurers Report – Approved and Accepted, 2 mths

Discussion:


No new Flag cheer coach. Their first practice coaching will be on 9/8. Rhonda is coaching. 6 Flags, Exhibition Cheer Only.

Will need to pay for CCL cheer competition/exhibition by 9/28 and the Matoaca cheer competition about the same time. Will request checks from Amy next week.

Still have several cheer refund checks not picked up yet. Also, have 1 family to pay their cheer registration/uniform fees. This is partly because I've had to cancel so many practices due to the weather lately, so I just haven't seen them. But is the board OK with me saying that their children can't get their uniforms until they pay in full? yes

Gym practice days start on September 26th. Currently assigned to Tuesdays and Thursdays, but Thursdays will NOT work for me, so I've requested Tuesdays and Wednesdays from CCL. Have not heard back yet.

Considering planning a fun team day for the squads. Maybe SkyZone (~$10 per person, will come from cheer registration)? Parents would have to pay and fill out SkyZone medical waiver, but I will see if I can get a group discount.

Submitted final cheer roster to CCL, but need to send them an updated coaches list. Also updated the PAA membership spreadsheet.

One parent who decided not continue cheering owed PAA $18 (from last season), but paid their $20 PAA dues. So should I just give them a refund check of $2? yes

Will be doing cheer uniform sizings on 9/9, and hopefully will put in order to Disco Sports and Varsity around 9/16. xxx cancel different undershirts/uniforms until next season xxx

Would like to start sending out flyers from school for basketball/basketball cheering now. Will ask Bev to design new flyer, if that's OK? xxx wait on sign-up dates to create that flyer xxx

Would also like to discuss sending out a survey to our parents to see what we can do to improve participation during the football season

Season Pics Oct 24th. (MN to request gym)

Fatima Bonner, President

Message from Dicks Sporting Goods for ALL PAA Sports: Hope you are enjoying the last

few weeks of summer! Hard to believe but at Dick's Sporting Goods, we are already

preparing for the 2018 baseball/softball season. As I mentioned briefly in our meeting for our

2017 partnership in the beginning of the year, we have recently moved into the uniform and

bulk order business. As a key partner of DSG, I would like to invite you out to a special

“uniform showcase” event we will be hosting at the Washington Redskins Training

Facility. This will be a great opportunity for us to educate you more about this side of our

business, meet your uniform rep, see uniform samples, and get your questions answered. I

know most leagues have multiple people responsible for making these decisions so feel free to

forward this invite to appropriate board members. Please reach out with any questions and I

hope to see you in September!

JaBari Scott / Brian Roberson, Co-Football Directors

Football - We have incurred a $100 fine b/c we have missed 2 meetings this calendar year (March/Sept) All of the Pads/Helmets will have expired and will need to be replaced. Barry suggestion: restart PAA program with 1 or 2 YOUNGER teams and allow them to grow with the program next

year. (CQL says need 2 teams to participate)

Refunds – Pam Jennings check


Cleanup is still in process.


Basketball is going to be coming up, in a few weeks they will be meeting to come up with sign-up dates.


x


Flyers are out. Dr. Rucker sent out a great message. We now have an old PES Teacher (Mrs. Patey) over at AM

Davis as principal– may want to use that relationship to bring them over to PAA.

Shed Cleanup – Michele will send out 3 dates to group for a Sunday, 2pm cleanup.


New Bats should cost between $70-$99. We will need 2 bats per team for upcoming season

Dicks had a sale of $30- $40 per bat.

Recycle old bats.

Wish 1: May also invest in some gloves, helmets and catchers hears.

Wish 2: Batting Cage to be placed at PES. We will need CFld County approval first.

Sign-ups begin Jan-2018



Will update the latest membership spreadsheet and then update Google Groups. Trader Joes, association can bag for a day and get $$. Joann to look into this.

New Business:

Old Business:

In the future, should parents have an issue with one of our programs, those grievances should be presented to

the VP of Athletics. At this time, we do not have a volunteer in that position. In the event that a position is

not filled, the PAA President will oversee grievances. Email: [email protected]

Meeting adjourned at 7:40 pm

mailto:[email protected]

08/9/17


Present:



N VP Athletics N Treasurer Amy Hatchett








N Softball

N Football Co-Director Brian Roberson

Parents in attendance: Phillip Hecker (cheer dad)


Approve and Accept Minutes

Treasurers Report – Reports in process

Discussion:


PAA Interest Flyer – Fatima will create, Michele will distribute to the schools highlighting all 5 programs.


Great year end party at Loch Braemar (July 22nd), 97 people showed up – heat may have kept some families

away. Pins were given to all players and coaches. Fatima (PAA President) came out and discussed helping out

the organization.

Directors are looking for new directors to shadow them next 2018 season. 2 person job.

New bats are in process – should know prices by the next meeting. May want to make a batting cage with the

funds raised in 2017 (after shed is complete).

JaBari Scott / Brian Roberson, Co-Football Directors

Season Decisions still in process. Later follow-up – no season for PAA. Not enough coaches or players. Players

are free to go wherever they like. Parents did not reply to the phone calls/emails/requests for assistance.

CQL issues – sounds like different teams are getting different deadlines. Later follow-up – all teams were settled

as of xx/xx.


JaBari is going to clean up the old posts and the old president emails.

Anyone that needs to emails to the PAA site – send pics to [email protected] and JaBari will post to the

PAA Site.

Phillip Hecker has offered to assist JaBari with the PAA website. Phillip believes that he could promote PAA and

get our name out.


Check request/rec’d for Sat Aug 12th Cheer Camp.

We’ve lost a few PAA Cheerleaders over the last few weeks. Refunds are in process for those families that left

the program.

$50 camp fee is part of the registration.

This coming up Saturday is the Minors/Juniors Competition Routine clinic.

Squads as of 8/9:

1. Flags – 8, need 4

2. Minors – 7, need 5

3. Juniors – 6, need 6

4. Seniors – 3, need 9


Basketball is looking for a co-director to shadow Kevin Bonner. Fatima will post on Facebook.





New Business:


Old Business:

SHED: tabled until the football season is over. Looking for a cool fall day for a shed clean-up and decide

to keep or move. Over the winter Baseball will gather their equipment to organize and store.




Meeting adjourned at 7:32 pm.


07/14/17


Present:



N VP Athletics Y Treasurer Amy Hatchett








N Softball

N Football Co-Director Brian Roberson



Treasurers Report – April & May were approved June In process

Discussion:


Individual emails are going out.

6 forms are out for registrations.

We may need to do individual phone calls next. The following board members said they would participate in the

calls: Barry and Michele Nichols, Rhonda and Fatima.

Coaches are MIA – no replies to JaBari’s calls/emails. They said that they would volunteer but not reply. As of

now – no coaches.

We will send out a FaceBook call for coaches and players.

CQL must have #s by Aug 1st. At this point we have 13 players (4 flag, 5 minor, 3 junior and 1 senior). No idea on

Evergreens #s.

PAA Signs are out at Mallard Cove.


Fees were paid to Micro Concepts of Chesterfield. Problem with the original invoice email going to an old board

member.


3 coaches for Flag, 1+3 Minor Coaches, 1 parent + 2 Teen coaches for Juniors.

Rhonda will revisit the Fundraiser and Budget question. We believe the budget included $1+K for fundraising. A

car wash will not bring in those types of funds.

Additional emails will be sent out for additional dates. Send Michele the dates and I will send off to Dr. Rucker to

include in any future announcements from the school. (Done 7/17)

We will deposit all funds, checks + cash, and issue a refund if the season does not happen.

CCL coaches camp will be held 7/22

CCL Cheer Camp will be held 8/19 (money due 7/29)

Cheer Challenge choreography camp will be held 8/12 (money due 8/12)

Open issues for next meeting: when do we talk with our PAA cheer parents about football (not an issue yet).

CQL meeting 8/1 and hope to have an answer after that.



Kevin Bonner, Basketball Director Michele Nichols, Secretary

The Thank You’s for the baseball program donations were sent out. (TY Barry) We would like to provide the PAA Info Sheets for each elementary school beginning of the year info packets.

(Fatima to recreate with the updated fees.)


year end party at Loch Braemar (July 22nd) Rec’d a check to cover the cost of 3 lifeguards from 8-10pm. $25 already paid.


Attended the Annual Parks and Rec meeting on Tuesday. They gave a shout out to PAA (in reference to the meeting that they came to a couple of weeks ago).

No material changes to the by-laws. The updated by-laws will come from Fatima and be published to our website.

Amazon Smile - $$ is coming in direct deposit. We need everyone to shop this way and more money to come in! We need to advertise again on FaceBook!

Dicks Day is July 29th. Joanna Cortes, VP Membership

Joanna needs all coaches first and last names in order to look up their eligibility status. Background checks: state police had a system outage of about 6 weeks where they could not process

background checks. They are trying to handle the backup. Each league has their own rules for BGChecks… if they will allow a person to coach with or without their coaches

card. Suggestion: if you are up for reissue on your coaches card soon… go now!

New Business:

Old Business:

SHED:

o JaBari visited Home Depot – no one was willing to work with him.

o Then he visited the Custom Buildings - $2019 – includes shed+loft+Delivery. 10x12 barn style.

And comes with shelves too.

o Lowes – Steel building may be cheaper… but can we do it? Fatima to check with Chesterfield

County and Amy will ask the Insurance. Or 12x10 Engr’d wood $1799 + $250 delivery fee… about

the same price as the Custom Buildings.






06/14/17


Present:











N Softball




Treasurers Report – on hold until next meeting

Discussion:


Registration 4 + 2 so far, 1 more via email. Evergreen does have a football director, a PAA Flag Parent. All teams

have until Aug 31st to get their teams together. Per CQL – it is okay if we do not field a full 4 teams.

Recruitment – 2 coaches so far for the senior and junior teams. JaBari and Brian would like to go to Mallard Cove

to recruit.

Football Camp – they want to do football camp around July 15th. In process.



Cheers has held 2 sign ups so far. 7 cheerleaders signed up, with lots of parents telling Rhonda that they will be

returning. She’s also heard from 3 families that will not be returning.

Several more sign ups planned (all on the PAA website)

Fatima to discuss with Rhonda Scheduled cheer choreography camp day for August 12th with Cheer Challenge.

Full payment ($50 per cheerleader) will be required that day.

CCL Cheer camp will be held on August 19th. Payment is due to CCL by July 29th.

First cheer practice will be on June 26th.

Fatima to discuss with Rhonda Considering doing a car wash fundraiser.

Have had two new parents volunteer to coach. One for Flag, and one for Juniors! I think we are good for Flag

coaches. Just need one more minor and junior coach. Although, until we start working on the competition

routines we can also just keep the minors, juniors and seniors combined for all practices.



Little Ceasar checks/receipts rec’d.

Kevin Bonner, Basketball Director Kevin’s Capital One money is on the way.


The PAA Calendar has been updated with the Football/Cheer registration dates Can we send the PAA Info Sheets with the EOYr Report Card? Not happening. The sheets were set up for

Kindergarten and not complete in time. $ from Spring Fling – $506.73 Shed $ Ideas – put off until Aug meeting? Mike will not be there June or July. We sent out thank you notes to each local business that donated prizes for the Baseball Fundraiser. Suggestion:

that we do thank you’s via the website and on FaceBook. Barry to help with this. Tag company pages. Joanna Cortes, VP Membership

Needs the baseball Coach Card Numbers and the 2017 Baseball Forms.

Membership (emailed post meeting from Michele)


year end party at Loch Braemar (July 22nd); hand out pins and get pizza from Papa John's shed and possibly a batting cage built at the school in the off season equipment inventory and purchase new equipment in the off season (all bats will be illegal as of 01/01/18). any changes to fees and/or fundraiser for 2018? any changes to spirit wear? new company? We made about $100 for 2017. May go with Disco next year. when to start recruiting for 2018? any different methods? start asking our younger baseball families if someone is interested in shadowing Mike and Barry during the 2018

season to get a feel for the director position.


New Business:

Old Business:

Football check is still outstanding. Discussed if we want to proceed with Voiding the check.






05/10/17


Present:











N Softball


We were unable to have meetings in March and April due to scheduling issues.

Fatima Bonner, President called the meeting to order at 6:36 pm.

Minutes – Posted, Approved and Accepted.

Treasurers Report - March and April were routed via email Approved and Accepted.


One outstanding check from a football parent. JaBari will reach out to that parent again, Pam Jennings, $165.

Michele Nichols needs to call CPA and send off the file.

Basketball, Fatima Bonner in absence of Kevin Bonner

Basketball, 2 receipts to come from Fatima to close out the program and all Uniforms were collected.

Membership, JoAnn Cortes

Baseball Membership details to come from Michele Nichols and Mike Gray

Baseball, Barry Nichols

We have 68 children playing this season on 6 teams.

Fundraiser in process – Huge Success so far and it’s not over! We are selling Papa John’s Cards. PAA makes

$7 off of each $10 card sold and $10 off of each $15 card sold. On average, for future budgeting purposes,

plan approx $21 to be raised per child. Each family is expected to either pay the $30 opt-out fee for

fundraising OR sell 3 cards at $30. Cards not sold will be turned back in for credit to Papa John’s. We had

hoped to sell cards on May 12th, at the baseball concession stand… but due to rain, all games were cancelled.

We will plan to sell the remaining cards at Spring Fling and then close it out. Getting prize donations from the

community really excited players to sell!

The 2016 Concession Stand has finally been paid by CBC. A check for $521 was rec’d 05/10/2017.

BSN Spirit Wear raised approximately $100. In the future, we may not use this program. We may go back

local and use Disco again.

TSS Photography will be next Wednesday, 5/17. We should get a % of funds back shortly after.

Signs – we still have 7 of the original 10 that we purchased. 1 blew away and 2 were probably stolen.

Shed – the board would like to see options, costs, size. Suggestion: send out details and the board will

decide via email.

Pins are on order for all teams. No trophies this season.

This week we are working concession stands and need assistance on Friday night and Saturday. Fatima

stepped up to assist on Friday night (which was rained out and unnecessary.)

President, Fatima Porter

Finance and Budget Policy – program was reviewed, page by page and suggestions were made to modify the

document to tailor it towards PAA. Notes were taken and will be published shortly by Fatima.

Spring Carnival will be held Friday, 5/19.

o JaBari is handling Pizza – Little Caesar’s – 50 to be purchased (10 free), with delivery at 4:45 and 6pm

with Warmer Bags.

o Fatima will pick up the Soda/Water/Chips and Candy and drop it off with JaBari.

o Michele will have 2 cashboxes on hand and $300 cash, 2 Canopies (from Mike and Michelle Gray), 3

coolers. Barry will get the ice for the coolers. (Michele and Barry are taking vacation days to assist

with setup for PAA and PTA.)

o We had 3 parents reach out to volunteer the evening of the event.

o We should all bring chairs if we’d like to sit.

Football, JaBari Scott and new Co-Director, Brian Roberson

We had visitors tonight from Chesterfield Parks and Rec, Bill Carlson and Paul Wilmouth, to discuss Football

and fields and field usage issues. PAA may be picking up families from the Evergreen Association Football

program as they do not currently have a Football Director. They have until around the End of May-2017 to

come up with a director or merge with PAA.

The proposal was made for PAA (Fall-2017) to practice at Manchester and play games at Providence Middle

School.

In 2018, we should be able to get Providence Middle School back after renovations.

The Concession trailer costs approximately $600 for the season. In general, the Board feels that it may not be

feasible to host a trailer at all Providence Middle School games. (History: in the past, 1 or 2 individuals would

run the entire program from sun-up to sun-down, often missing their children participating! People, IF they

even signed up, would sign-up to help in the trailer, and not show up. Very Frustrating and not worth the

weekly effort.) Perhaps we modify the actual concession stand and sell prepackaged snacks/drinks.

Bev is in process of updating a flyer for Football/Cheer meeting now scheduled for 05/23 for interested

families.

CQL has changed some bylaws and changed the 14 year old rule.

CQL is trying to change it so that teams do not need a full 4 teams. Numbers are due August 1st.

The Football Budget was submitting but will be modified and re-routed for review to the board. The board

suggested that a cushion of approx $4k be left in the Football program to pay for helmets in the 2018 season.

Webmaster, JaBari Scott

The President email is blowing up the size of the website. JaBari is working on cleaning it up.

JaBari has updated the PAASports.com site to include a Mother’s Day Banner.

Cheering, Rhonda Smithbey

CCL has a new commissioner this year for our division, Angela Martin (?).

Rhonda submitted 2 versions of the Cheer Budget. Rhonda will update the budget and resubmit to the board

via email.

New Business

Brian Roberson was voted in as the new Co-Director of Football. He has already gone for his card and is awaiting

it in the mail.






02/08/17


Present:








Y Basketball Dir – Kevin Bonner



N Softball

Parents in attendance: Brian Roberson, Crystal Englehart, Arika Phillips, Prentice McQuinn



Treasurers Report

o Nov and December – Posted, Approved and Accepted.

o January report was sent out to the board via email earlier this afternoon. We will approve at the

March meeting.


One outstanding check from a football parent. JaBari will reach out to that parent.

Basketball, Kevin Bonner

The end of season is coming up. They are looking for a day/time/place for the party.

Parties can be by individual team, or by all in one. Amy suggested that they pay for the party on their own

and submit receipts for reimbursement.

Secretary, Michele Nichols

Fatima will follow-up with Dicks to get banners for the website.

The next PAA meeting is scheduled for April 12th – during Spring Break week. Do we want to have the

meeting? Everyone agreed to hold the meeting. If the building is closed, we can have it out front.

Football, JaBari Scott

CQL meeting Tuesday night 2/7

o Bylaw Change Proposal - No limit on number of 14 year olds at the Senior Level - PASSED 20-2

o Bylaw Change Proposal - No weight limit (150-lb Striper Rule) at Senior Level - VOTE March Mtg

PAA Idea - Spring Conditioning Day(s)/Camp(s) for ALL sports.

o Later dates could have Football slant and can help garner early interest / sign-ups. Would need

participation of Baseball / Football / Basketball Coaches. Will coordinate with Baseball and their

weekend schedules.

Full-time Director and Coaches Search - Starting EARLY

Question – Crystal Englehart – her son played for Evergreen and his Trophy Nameplate has not yet been

corrected. Rhonda will follow up with Disco. PAA will pay to have it corrected. Follow-up: Trophy was fixed

on Thursday!


PAA Website looks different. Reverted back to 2013 site. JaBari has contacted Blue Sombrero for assistance.

Waiting to hear back from them. (Update 2/11/2017 – site is finally back up and running. Thank you JaBari!)

Next step - JaBari will update the site with the Dick’s Logos – Get with Fatima.


Question about the $20 PAA Membership Fee. Is it per family or per individual?

o $20 membership fee is to be paid once each year per PAA family and begins with Baseball

Season.

o As stated in an earlier version of the minutes - “Board has proposed to discontinue ALL Multi-

Family Discounts within a sport.” This pertains to prior year multiple children discounts that

were offered within a sport and does NOT pertain to the PAA Membership fee. Going forward,

discounts to families with multiple children playing one sport will not be entertained (i.e. in prior

years discounts were offered for 2 children playing baseball).

o I (Michele Nichols) mis-spoke when discussing with a PAA family. I will contact that member to

clarify.

Baseball, Mike Gray and Barry Nichols

Bruce Allison (Baseball Commissioner of CBC) let the organization know that AM Davis has ceased operations

of their sports organizations (numbers were just not there). Barry has emailed AM Davis to see if they would

like to merge with PAA. (Davis merged with Gordon for Football and Basketball because the numbers were

not there for Davis alone. One sport could not support an entire organization. They would like to keep their

children together. It is our hopes that we are able to accommodate that request. AM Davis children are free

agents and can choose to go any program that they want.)

PAA has held 2 registrations – approx 10 players so far. The bulk of the roster should attend the Dick’s

registration on Saturday. We may hold an additional sign up for the AM Davis children (in process).

Amy gave Mike a check for the $50 per team fee due to CBC.

Shed – PAA Parent/Baseball Coach, Todd Rosa, is going to build the new shed for PAA in his yard. PAA will

pay for supplies and moving the shed from his yard to the school ($75). The Board would like $$ estimates

for a few various sizes. It has been requested that Mike discuss the various options with Todd and send out

an email string to get it approved. *PAA would like the shed to go on the larger side and have shelves and we

do not want to wait until the next meeting to approve. * Fatima will get final approval from Dr. Rucker and

County; just need size and location options.

For insurance purposed, each sport needs to provide an approximate $ value for the inventory to go into the

new shed.

Bats – As of the 2018 season, ALL programs need to replace bats. This may cost a lot of money and we may

need to hold a fundraiser.

President, Fatima Porter

Notes from her PAA – PTA – Dr. Rucker meeting:

2/7 – Teacher’s Soup Day. Items are still needed so PAA will support via Facebook when the reminder

message goes out.

2/21 – Next PTA meeting

2/27 – Penny Wars fundraiser vs. doing a Spring fundraiser selling merchandise

3/3 – PTA dinner and Book Fair night (* it has been requested that we not hold practice so that elementary

students are able to attend.)

3/8 – Next meeting with Dr. Rucker and Amy

3/9 – Reading Night – similar to Math Night (* it has been requested that we not hold practice so that

elementary students are able to attend.)

3/23 – Spring Dance – Father / Daughter

4/4 – Papa John’s Night – could use volunteers to help drive

4/6 – Mother / Son Movie Night

4/20 – Kindergarten Registration – should we do something? We would like to set up an info booth for the

daytime registration so that we can present our sport programs to new parents.

5/19 – Carnival at Providence Elementary (aka-spring fling). PAA is in charge of food. Cousin Vinny’s offers

large 1 topping pizza for $5.99. May need to consider them instead of Papa Johns. Also, need to take into

account if Cousin Vinny’s will let us keep the warmer bags. This is especially important since we are outside.

No one wants bugs in their food I shared we already had people on it and that we should have a good plan

to share with them in March.

o To be discussed at a later date/perhaps offline:

Day before Sam’s Club purchases (drinks/plates/napkins/chips/Dogs & Buns)

Pizza / arrange deliveries

Are we doing any Hot Dogs?

Day of Setup

Working the night of the event and tear down


Will submit a reimbursement request for pizza, cookies and beverages for Friday's community service activity.

Scheduled to have practices at Cheer Challenge All-Stars on 3/4 and 3/12.

Cheer pictures 2/7 with TSS photography. Went with the $5 per package fundraiser option.

Two weeks ago we had a Minors Team Basketball Parent that confronted our Minors Cheer Coach. Coach

Crystal came to the board to discuss the situation. Crystal was using her phone (as we all do) to announce

team cheers and did not realize that PAA was at the foul line while our girls were cheering. The parent code

of conduct, rule #1: I will display and encourage good sportsmanship to all participants, coaches, and

officials at any PAA event. This rule was broken by the PAA parent. The cheerleaders were all within earshot

of the altercation and were upset that they did something wrong. The very next day, our Cheer Director –

Rhonda Smithbey, discussed it with the parent and the basketball coach. The parent admitted to confronting

Coach Crystal and was not apologetic about the situation. PAA has a zero tolerance policy. As soon as it

happened the Basketball Coach should have asked that parent to leave the gym. Kevin Bonner will email all

of his coaches to notify them about the situation and how it should have been handled and will be handled in

the future.

Cheer banquet scheduled for 3/17 and cheer would like to revisit the issue of using budget funds for gifts for

the cheerleaders (Arika Phillip may be there to discuss this too since she's she volunteered to coordinate the

banquet). Follow-up to a topic raised by Rhonda 11/9 – Cheer gifts to Kids/Coaches – PAA has not paid for

them in the past. Coaches would have to pay out of pocket? The Board agrees that anything done by one

team must be uniform across the entire association. Thus, the giving of “gifts” to the cheerleaders, over and

above the normal trophy/certificate, after this season will be discontinued. We cannot simply spend money

because we have it. It is not in the bylaws but it is in the minutes from years ago. Registration Fees should

cover the normal program expenses. Nothing extra should be collected or spent. Any money rolled over

after the season ends should be earmarked towards future spending for the organization.

Arika Phillips attended the meeting to discuss the concept of a 501C / IRS rules / Fundraising Fees.

Any money raised should be used on the children.

Cheer budgeted for the end of season party: $10 Food and $8 Trophy per child. They are requesting a $5 gift

budget be added this one time. ($5 x 37 cheerleaders = $185 extra be spent from Cheer Funds.) The board

voted and agreed that for this one last time, we will allow this extra “gift”. In the future, anything done for 1

team must be done for all. (Example: Baseball/Basketball gives out player trophies/pins and certificates. No

extra “gifts”.)

New Business

New volunteers came to the meeting:

o Brian Roberson would like to step-up and join the organization. JaBari will discuss taking on the

Football Director position.

o Prentice McQuinn – her daughter Monica cheers. Fatima will discuss potential opportunities for

Prentice within the organization!

The board would like to welcome both to the organization!

Brian – get your coaches card via Chesterfield County website (just ask for assistance).

Prentice should already have another year on her card before expiration.






01/11/17


Present:

Y Fatima Bonner N VP Finance N Joanna Cortes-Alier

N VP Athletics Y Amy Hatchett N Crystal Allen

Y Michele Nichols Y Barry Nichols N Mike Gray

N Kevin Bonner N Softball N Rhonda Smithbey

Y JaBari Scott Y Adrienne Scott

** Due to school closing, unable to get into cafeteria, Board held meeting via Conference Call. **



Treasurers Report – Two months of recon in process, will be completed over the weekend.


x.

Basketball, Kevin Bonner

x. not able to attend.

Football, JaBari Scott

No updates… schools were closed, thus no meeting. Will be held next week.


Basketball/Cheer calendar is in process on Google Calendar.


x. not able to attend.

Baseball, Mike Gray and Barry Nichols

Baseball forms are up on website

Opt-Out fee as a fundraising option (basketball thinks about ~35% of membership paid the opt-out fee).

Secretary, Michele Nichols

PAA Signs have been created. See sign below. Double Sided-Full Color, Yard Signs, 18x24. Out for pricing

estimates. Need X # of signs. (2 for school, 2 for Courthouse/Prov, 2 for Rockwood Park, … others?)

Office Depot $37 ea

Fatima’s co print dept $32 ea

Staples $23 ea

UPS Store Online $31 ea

Signs.com $22.44 ea

Zoom (local company) 10 = $210

Sprint (local company) no reply

Imprint.com $13.18 ea (unsure of company)

VistaPrint.com 10 signs 209.97 + $10 S/H

Fed Ex/Kinko’s – working to secure a price matching to VistaPrint with a local company and 1-day

turnaround. Working with [email protected]. In process 1/12/2017 MN.

Forms for Baseball have been posted to PAASports.com

$30 Opt Out Fee?


Everyone had an opportunity to review the Winter Cheer budget via email. Approved.

First 2 basketball games scheduled cancelled due to weather. Any updates on when or if they will be

rescheduled?

Submitted cheer spirit wear order to Disco Sports last Friday. Should arrive in about 7-10 days. Haven't

calculated fund raised amount, but believe it's at least $200.

Community service activity: Requested Providence Elementary for February 10th (6 to 9pm) to have the

cheerleaders make get well cards for patients on dialysis (a program run by the National Kidney Foundation

Serving Virginia). This will also include a 15-minute presentation from them called "Your Kidneys & You". Plan

to buy pizzas, soda and cookies from budget

New uniforms received last week

We have two cheer families with daughters on different squads. Decided to put both daughters on the same

squads so the parents don't have to go to multiple games, in different places in one day. Not an issue with

CCL for basketball but will have to move them back for the football season

Will work on setting up cheer pictures. Coordinate with basketball and baseball? Any suggestions on

photography company? Everyone said the same thing, just go back to TSS as used in the past.


7. Are we still playing a basketball game at the University of Richmond? Last date I heard was January 25th.

Old Business

Topic raised by Rhonda 11/9 – Cheer gifts to Kids/Coaches – PAA has not paid for them in the past. Coaches

would have to pay out of pocket? Tabled discussion to future meeting. Discussion tabled to future meeting.

New Business






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