Board Meeting Minutes

April 12, 2023: Meeting Minutes

MINUTES

In attendance: Board Members: Tom Slocum, Joel Glastetter, Danielle Pingelski, Gary Sweeney, Sue Waters and Nancy Fodera. Staff: Nora Osuchowski. Excused: Holly Barker-Flynn, Meghan Frantz, Pat Kelly, Garry Preece.

The meeting was called to order at 7:18 p.m.

Review of last month’s minutes: Fodera made a motion to approve, 2nd by Gary Sweeney. MOTION CARRIED

Director’s Report:

  • Arts Programs: Creative Writing class started 2 weeks ago (8 kids enrolled) and dance class this past week (18 kids enrolled).
  • Enrichment: The 2nd Ninja class (60 kids) and Tae Kwon Do (13 kids) are underway. Field hockey at BACC also started this month (42 kids).
  • Spring Sports: Registration for t-ball/baseball/soccer just ended. Typical numbers for spring. Need coaches in all programs as usual. Set for sponsors!
  • Swim: We are going to have a competitive swim program! Registration is online. We hired a wonderful Swim Commissioner, Renata Porter. We have a couple very invested & experienced parents on the committee with leads on staff. Facilities requests are in. Just waiting on approvals for the pool. Please help promote the program. We need 30-40 swimmers to run this program.
  • Theatre: The show is Into the Woods. Fundraising: Hoffman’s car wash is ongoing. Event at Nanola planned for 7/8/23 is cancelled but we are still having another BARC’s Got Talent in July. Also looking at a Bottle & Brews fundraiser at Speckled Pig. We may have hired a Technical Director, just waiting on references.
  • School/Facilities Issues: Minor conflict with the Malta Ave theater program that just started but we have it all figured out.
  • Building Maintenance: No issues. VC installed but needs to be set up.
  • Program End Reports: Nora is in the process of reviewing the reports.
  • Surveys: None

Treasurer’s Report:  March 2023 was emailed to all.

Old Business:

  • Municipality payments–
    • Milton, Malta and Ballston have all paid the full amount requested for 2023! The Village request went in but isn’t paid until June if approved. The full amount we requested is in the Village’s tentative budget which won’t be approved until May.
  • OCFS Funding: 2023 application was approved for $3,750. Won’t be paid until the end of this year. They do visit 1 time a year to see how the funds have been applied.
  • School funding: 2nd quarter was paid last month. 3rd quarter goes in this month. Our 2023-24 request was included in the draft budget. There are no issues with our increased amount.
  • Grants: Stewart’s grant was approved for the full amount of $4,000. Stewart’s also donated a Blue Ribbon package for $475 in response to the sponsorship drive.
  • Fundraising Committee: The basketball hoops were raffled off (1 winner to still pick up). We will be doing cookie dough again in the spring. Sponsorship drive is completed. This committee needs to meet!
  • Accountant- No new information.
  • New building: No new information.
  • Ice Skating Rink: No flooding or water damage! Nora will follow up with the Village and School District on this shortly. Platforms were put in Nora’s office to elevate all furniture/equipment off the floor.
  • Security system upgrade: Nora sent her thoughts on the needs to Pat after the last meeting.
  • Bylaws Review: Tom and Nancy reviewed. A complete revision will be sent out shortly.
  • Community Outreach: None
  • Registration site: Tom participated in a video chat with a company and will follow up to have Nora included on the next meeting to see if it will meet more/most of our needs than the current program.
  • Printer: Pat handling
  • Board member vacancies: Need BSBPA member and at least 2 more members.

New Business:

  • Website Updates: Board & Fundraising Pages
  • Nora announced that BACC will be recognizing Kathi Leigh with a tentative date of June 10th at 2 p.m.
  • Gary Sweeney was thanked by Tom, Nora and the rest of the board members for ALL of the support and dedication to the BARC program since 1994! He maintained the fields, helped with many repairs/maintenance issues over all of those years, in addition to so many other help. He will definitely be missed!

Bills paid prior to the April 2023 meeting:

  • Utilities (National grid, Imperial Security, Sprint & Spectrum)
  • Staff Pay: (Executive Director, bookkeeper, enrichment, basketball staff,)
  • Card 1- $1,909.98 (office supplies, advertising, VC equipment, monthly fax, Adobe & Zoom subscription)
  • Card 2- $77.65 (Arts and Enrichment supplies)
  • Card 3- $0

A motion was made by Pingelski, 2nd by Sweeney to adjourn the meeting at 8:27 p.m. MOTION CARRIED

Executive Session began after regular meeting ended.

THANKS AGAIN, GARY SWEENEY!

    March 8th, 2023: Meeting Minutes

    In attendance: Board Members– Tom Slocum, Holly Barker-Flynn, Maegan Frantz, Joel Glastetter, Pat Kelly, Danielle Pingelski, Gary Sweeney, Sue Waters and Nancy Fodera (7:40). Staff: Nora Osuchowski (Executive Director) Excused Absence: Garry Preece.

    The meeting was called to order at 7:19 p.m.

    Review of last month’s minutes:  Danielle Pingelski made a motion to approve as presented. Maegan Frantz 2nd. MOTION CARRIED

    Director’s Report:

    • Arts Programs: Creative Writing class in March and Jazz Dance class in April. Both classes have good enrollment.
    • Enrichment:. Winter Enrichment ends this weekend. No issues. A 2nd ninja class scheduled for March and registration is already full (60 enrolled). Also another Tae Kwon Do schedule for March (13 enrolled).  We’re trying field hockey at BACC in April too which is also full (42 enrolled).
    • Basketball: Wrapped up last week. Everything went really well. Having end of season meeting in a couple weeks.
    • Spring Sports: Registration for t-ball/baseball/soccer is online.
    • Swim: A couple nibbles on the program but nothing concrete. Taking one more swing at recruiting volunteers. Need a decision on the program by April so we can get registration online.
    • Theatre: The show is Into the Woods. Fundraising: Hoffmans car wash in ongoing. Paint & Sip is 3/18/23 at the Elks. We also have an event at Nanola planned for 7/8/23 and another BARC’s Got Talent also in July. We increased playbill ad cost since we lost money on printing last year. Only staff position open is the Technical Coordinator position. Posted this month. Registration goes online at the end of the month.
    • School/Facilities Issues: No issues other than minor facilities reservation confusion.
    • Building Maintenance: No issues. VC set up going in next week.
    • Program End Reports: None
    • Surveys: None

    Treasurer’s Report: February 2023

    Old Business:

    • Municipality payments–
      • 2023 vouchers have gone into Milton, Malta and Ballston. The village request goes in this month and isn’t paid until June if approved. They did verify receiving the request. Milton paid the fulla mount request for 2023 this week.
    • OCFS Funding: 2022 funding of $4787 was received. 2023 application was submitted.
    • School funding: 1st quarter (Sept-Dec) was paid at the end of last month. 2nd quarter was just submitted. Our 2023-24 funding request was sent this week. Receipt verified.
    • Grants: Stewart’s grant will be announced in March.
    • Fundraising Committee: We will be doing cookie dough again in the spring. Sponsorship drive has started. Emails sent & FB posts already. Letters are going out later this week.  The committee’s meeting on 2/16/23 was rescheduled to a later date.
    • Accountant- No further info on appeal of 2019 & 2020 other than another letter that they are still reviewing our appeal. Systems review with our new CPA Paul Cuda is well underway but on hold until tax season slows down.
    • New building: No new info.
    • Ice Skating Rink: Didn’t happen for 2022-23. After Nora’s correspondence with Ben Baskin he will put in a request for a liner for next year. If we make it through March with no flooding, Nora will follow up with the school & village, reporting on this & again emphasizing the need for a liner , barricades & proper installation to avoid water damage.
    • Security system upgrade: Need quotes or ideas on the system to use. After discussion of possibilities Kelly made a motion to approve up to $1,300 for a security system, 2nd by Pingelski. MOTION CARRIED
    • Bylaws Review: Bylaws Committee (Tom and Nancy) need to review. Nora offered to make the appropriate adjustments and send to the bylaws committee.
    • Community Outreach: None.
    • Registration site: A lot of new options. Team Snap keeps coming up in different conversations. Tom and Nora will do some more research to get this moving forward. The program needs to accommodate at least 1,700 registrants, sponsors, and various other tasks.
    • Board member vacancies: Need BSBPA member. Need at least 2 more members. Holly stated she will mention at the next school board meeting and Nancy will post in her Facebook.

    New Business:

    • Help needed (Fundraising, board member recruitment, community outreach, social media, etc.). Nora will send a more detailed list to the on the tasks that they can assist with.
    • New Printer – Pat will look into this and set up for Nora.
    • Pat asked what the status was for the memorial for high school student and it was mentioned that the family was very moved that we wanted to recognize him but did not want it to be made a big public item. It was stated that the money raised should be put into some type of account to accrue interest. Sue offered to look into options for this
    • Workmans Comp: Nora mentioned that an audit should be coming up soon for this.

    Bills paid prior to the March 2023 meeting:

    • Utilities (National grid, Imperial Security, Sprint & Spectrum)
    • Staff Pay: (Executive Director, bookkeeper, enrichment, basketball staff,)
    • Card 1- $743.07 (office supplies, advertising, VC equip, monthly fax, Adobe & Zoom subscription)
    • Card 2- $153.93 (Enrichment supplies)

    A motion was made by Frantz, 2nd by Barker-Flynn to adjourn the meeting at 8:05 p.m. MOTION CARRIED

      February 8th, 2023: Meeting Minutes

      Date of Meeting: February 8, 2023

      In attendance: Board Members– Tom Slocum, Garry Preece, Maegan Frantz, Joel Glastetter, Pat Kelly, Danielle Pingelski, Gary Sweeney, Sue Waters and Nancy Fodera (7:40). Staff: Nora Osuchowski (Executive Director) Excused Absence: Holly Barker-Flynn.

      The meeting was called to order at 7:16pm

      Review of last month’s minutes:  Garry Preece made a motion to approve as presented. Joel Glastetter 2nd. MOTION CARRIED

      Director’s Report:

      • Arts Programs: Dance class is being offered in April. Enrollment was low in the fall which caused it to be cancelled. Hoping for better numbers this time around. Winter enrichment has quite a few arts programs so we have decided not to duplicate topics.
      • Enrichment:. Winter Enrichment started this weekend. (76 kids) No issues. A 2nd ninja class & Tae kwon do scheduled for March. We’re trying field hockey at BACC in April too. Will offer sessions for K-2nd grade and 3rd – 5th Grade
      • Basketball: No issues reported. The Hoop Fundraiser was really successful and raised $3,510! (Before Adrenaline takes it’s cut.) Winner will be announced on FB.
      • Spring Sports: Registration for t-ball/baseball/soccer goes online next month.
      • Swim: Currently no leads on anyone running it. Suggestion to promote on Facebook to see if we can get anyone to volunteer. Not really sure what the program would look like but we would need a minimum 40 kids
      • Theatre: The show is Into the Woods. Planning has started and will begin auditions in May. Shows will be first and second weekend of August. Fundraising has started: Hoffmans car wash in ongoing. Paint & Sip is 3/18/23 at the Elks. Royalties are about $500 more this year. Registration goes online at the end of the month.
      • School/Facilities Issues: No issues other than minor facilities reservation confusion.
      • Building Maintenance: No issues. VC set up going in next week.
      • Program End Reports: Fall Soccer 2022. Garry Preece noticed a math error on the equipment line. Rocky Smith will adjust. Did not effect the bottom line.
      • Surveys: None 

      Treasurer’s Report: January 2023

      Income:

      • $16,000 in revenue
      • $12, 500 form BSCSD
      • $2,300 Registration for enrichment & Basketball
      • $1,600 Sponsorship

      Expense:

      • $10,000

      Standing

      • $59,255.00

      Old Business:

      • 2023 Municipality payments– We signed & submitted Milton’s contract. Anticipating that we will receive payment within next two weeks. Malta and Ballston vouchers are in. No issues with Ballston, haven’t heard anything from Malta. Also sent in appropriation request to Village. They did verify receiving the request.
      • OCFS Funding: 2022 funding of $4787 was received. 2023 application was submitted but expecting a highly competitive cycle this time.
      • School funding: 1st quarter (Sept-Dec) was paid at the end of last month. 2nd quarter was just submitted,
      • Grants: Stewart’s grant will be announced in March.  Nora will be purchasing TVs from Best Buy to move forward with the County grant.
      • Fundraising Committee: We’ll be doing cookie dough again in the spring. Sponsorship drive will start this month.  The committee is meeting 2/16/23 to discuss other options.
      • Accountant- IRS is still reviewing 2019 & 2020 appeal, 2021 is completed and they reversed the fees. Nora met with Paul Cuda to go through systems review.  He’s been inquiring about our protocols and will provide guidance on procedures and processes once the fact finding is complete.
      • New building: Holly to follow up with School Admin.
      • Ice Skating Rink: Doesn’t appear to be happening this year but had further contact from Ben Baskin about a liner for the future. Village was hoping that it would be cold enough during Feb break to utilize but not looking likely.
      • Security system upgrade: Pat recommends RING. The subscription will cost roughly $200 a year.  There will be three motion detected cameras.  Board agreed to purchase the equipment and Pat will get Nora the price.
      • Bylaws Review: Bylaws Committee is reviewing current language around “excused absences” for Board Members
      • Registration site: Tom & Joel exploring new platforms to replace current one that does not have the capabilities we truly need.
      • Board member vacancies: Need BSBPA member. Need at least 2 more members.  Joel agreed to fill vacant Executive Committee spot.
      • Board forms: All forms are in! Thank you! 

      New Business:

      • Newsletter : Board very supportive of it. Once a year as a year-end report, fundraising & marketing piece.
      • Field usage: An 8th grade student associated with a Community Action Group approached Nora in hopes of writing an editorial about BARC to share programming, how fields are being used, potential of revamping the playground, etc. Nora informed group that the school owns the property and that the potential playground project was on their radar.

      Bills paid prior to the February 2023 meeting:

      • Utilities (National grid, Imperial Security, Sprint & Spectrum)
      • Staff Pay: (Executive Director, bookkeeper, enrichment, basketball staff,)
      • Card 1- $707.07 (office supplies, basketball supplies, advertising, enrichment, monthly fax, Adobe & Zoom subscription)
      • Card 2- $0
      • Card 3- $0
      • Expenses for Basketball shirts: $3,608.00 and MTI $3,147.50 

      Motion to adjourn meeting made by Sue Waters, second by Maegan Frantz

      Meeting Adjourned 8:09pm

      January 11th, 2023: Meeting Minutes

      In attendance: Tom Slocum, Nora Osuchowski, Holly Barker-Flynn, Meghan Frantz, Joel Glastetter, Gary Sweeney, Sue Waters and Nancy Fodera. Excused: Pat Kelly, Danielle Pingelski, Garry Preece.

      The meeting was called to order at 7:16 p.m.

      Review of last month’s minutes: Frantz made a motion to approve as amended, Barker-Flynn. Meghan Frantz was present. MOTION CARRIED

      Director’s Report:

      • Arts Programs: Dance class in April. Would like to set up A Bead Just So also (owner just had a baby so probably late spring).
      • Enrichment:. Winter Enrichment starts in a couple weeks. A 2nd ninja class scheduled for March. Also another Tae Kwon Do schedule for March. Over 70 enrolled. We tried Middle School last time but there does not seem to be much interest.
      • Basketball: Started this week. We have 225 kids signed up! 23 teams all with sponsors. Some confusion at Malta Avenue because we were not on their schedule but it all worked out.
      • Spring Sports: Registration for t-ball/baseball/soccer go online next month. Will need to make a decision about swim. No leads on anyone running it or ideas on how to do this. That registration goes online in March. Trying to contact Nancy Smith to see if she, or someone she knows, would be interested.
      • Theatre: The entire staff from last year is coming back! Production staff meeting next week. They already had a fund raiser (Hoffman Car Wash Coupons) and will be planning a Paint’n Sip.
      • School/Facilities Issues: No changes. Met with Brian and the interim superintendent. As a result, Nora had a walk-thru with Ed to explain all the issues.
      • Building Maintenance: No issues
      • Program End Reports: Nora is in the process of reviewing the reports.
      • Surveys: None

      Treasurer’s Report:  Reviewed December 2022 financials. There was a profit for 2022. We are waiting for the school funding of $12,000 which should be received soon.

      Old Business:

      • Municipality payments–
        • 2023 vouchers will go in next month to everyone but the village. The village request goes in this month and isn’t paid until June.
      • OCFS Funding: 2022 report & docs submitted for payment with week for $4787.
      • School funding: 1st quarter (Sept-Dec) was submitted. Just received this year’s contract this week. Payment should follow soon.
      • Grants: County grant awarded us $2500 video conferencing system. Tom, Nora and Pat will get the equipment. Stewart’s grant will be announced in March. We didn’t get Global Foundries. Got a lead on one with Adirondack Trust for later this year.
      • Fundraising Committee: We’re doing the basketball hoop raffle this season. We will be doing a theater raffle shortly as well and then cookie dough again in the spring. Sponsorship drive will start this month. Meghan mentioned working on an Alumni project.
      • Accountant- No further info on appeal of 2019 & 2020. They took back the charges for 2021. Nora met with the new CPA Paul Cuda. We started the systems review. We are in good standing and will wait about 6 weeks to reach out to a tax advocate if nothing is heard from before that.
      • New building: Discussed in meeting with Brian Sirianni & Dr Duca. Ed Martin toured this building yesterday to review concerns. Needs (at the very least): Shelving to get stuff off the floors, bathroom issues, doors replaced and more. He suggested a pod and Nora could have space in the District Office during the flooding time. Hoping to include us in the next Capital Improvement Project.
      • Ice Skating Rink: School accommodations discussed above. Ice rink has not been put in because of the weather. Right now there is no rink and depends largely on the weather for the rest of the winter.
      • Security system upgrade: Need quotes or ideas on system to use. Pat is looking into this.
      • 2023 Approved Budget was sent to all board members & bookkeeper last month.
      • Hall of Fame Sponsors: Registration website updated with a section for Hall of Fame sponsors
      • Community Outreach:
        • Offer to join BACC board. Nora will look into this further.
      • Registration site: An absolute disaster. Nora spent MANY hours correcting and placing kids/coaches on teams. Meg gave info she found online regarding computer programs. It was agreed that this needs to be corrected/rectified but it will be difficult with the old company being bought out and that particular program not in operation.
      • Board member vacancies: Need BSBPA member and at least 2 more members.
      • Board forms: Please turn in your board forms if you haven’t yet. (Need Garry & Sue.)

      New Business:

      • Bylaws review and implementation needs to be completed
      • Systems Review is in progress.

      Bills paid prior to the January 2023 meeting:

      • Utilities (National grid, Imperial Security, Sprint & Spectrum)
      • Staff Pay: (Executive Director, bookkeeper, enrichment, basketball staff,)
      • Card 1- $922.17 (office supplies, basketball supplies, advertising, enrichment, monthly fax, Adobe & Zoom subscription)
      • Card 2- $0
      • Card 3- $0

      A motion was made by Fodera, 2nd by Barker-Flynn to adjourn the meeting at 8:25 p.m. MOTION CA