Board Meeting Minutes

BARC Bylaws

November 2023 Meeting Minutes

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

The meeting was called to order at 7:21 p.m.

Welcome potential board members: Angela Iacolucci, Meghan Mensler and Stacey Sullivan introduced themselves. They were welcomed and thanked for coming to the meeting by Tom Slocum.

Review of last month’s minutes: Barker-Flynn made a MOTION to accept October’s minutes, 2nd by Waters. MOTION CARRIED

Director’s Report:

  • Arts Programs: Fall dance started last week. Class was maxed out with a waitlist. Mural painting fell through for the fall. Advertising for art teachers.
  • Enrichment: Floor Hockey, Crochet & Weaving & Tae Kwon Do just started. All maxed out. Volleyball in January.
  • Fall Sports: T-ball/baseball/soccer programs all ended in October. Fall fundraisers made $3031, making our grand total for 2023 $12,372.
  • Swim: Spoke to school about learn to swim program for the winter.  The school is unable to staff the pool for swim teams at the moment so they said they couldn’t do it. Discussion took place on how to recruit/certify more people to become instructors and lifeguards.
  • Tennis: Indoor tennis registration just ended. Ended up with 45 enrolled which is what we normally do. We have room for a couple more if we get late registrations.
  • School/Facilities Issues: Door company came in last month to take more measurements. Met with contractor as well. We’ll hopefully have the door replaced in the next couple months. Lights were repaired on the field as well.
  • Building Maintenance: VC installed but needs to be set up.
  • Program End Reports: None.
  • Surveys: None

Treasurer’s Report: October 2023

  • Balance as of 11/6/2023- $82,184

Old Business:

  • Municipality payments– Milton, Malta, Ballston & the village have all paid the full amount requested for 2023!
  • OCFS Funding: 2023 application was approved for $3750. Reimbursement docs submitted 10/10/23. Payment received 11/6/23!  2024 application went in but no word on approved amount.
  • School funding: No concerns. Waiting on 1st quarter payment.
  • Grants: Submitted a grant to Adirondack Trust. Stewarts is later this month. We did not get the Casino grant. They were looking for ‘at need’ populations. We did get the 4Imprint grant for $500 to cover the cost of staff shirts.
  • Fundraising Committee: The EOY Appeal email is ready to be sent out as soon as a QR code and landing page is complete. Once sent PLEASE SEND OUT AND SHARE TO ALL YOU KNOW!!!! The alumni list was not able to be transferred from the old sports program. The inaugural SILENT AUCTION donations are due by January 19th. The preview of items will be at the Speckled Pig. PLEASE HELP WITH SOLICITATIONS for auction items. Meghan will send the donation form and letter out to all board members. Plus, we would like to have the board members make up a basket also.
  • Accountant- System review almost complete. Paul sent Nora the draft for review this week. He is on vacation until the 10th but will have a final draft by next month. Nora stated that there is a need to develop accounting policies & procedures.  
  • New building: Email from Brian Sirianni forwarded to board last month. He discussed BARC’s plan for a new building and reviewed water damage & ice skating concerns. Nora followed up with Brian & Duca with the BACC proposal of a partnership with BARC, and reminders on the need for a liner & barricades for the ice skating rink to avoid further flooding & water damage. Duca confirmed receipt of the email and acknowledged concerns about the ice skating rink.
  • Security system upgrade: Nora sent her thoughts on the needs to Pat after the March meeting. We still need to confirm equipment & place an order.
  • Community Outreach: Working with BACC on possible art programs and a joint survey. Nora is also presenting at the BOE meeting on 11/15/23.
  • Registration site: We have switched to TeamSnap! So far, so good. The registration process is better than old program.
  • Printer: We have a new rep. He is putting together the proposal for a new printer as well as what’s involved in keeping our current one.
  • Board member vacancies: Angela Iacolucci, Meghan Mensler and Stacey Sullivan are interested in becoming BARC Board Members. There will be a board vote after this meeting and accepted members will be voted in at the December meeting. There is another potential board member, Megan Farrar, that will be at our next meeting.  A BSBPA member is still needed. Tom gave the new board members a brief history of BARC.

New Business:

  • Verizon/Spectrum change. We are making a change to Verizon for internet and office phone. It is a saving of almost $1000 a year. Speeds are comparable. We will also have two additional lines for Chris and Ryan. These will be app based and can be loaded onto their cell phones.
  • Final election slate was reviewed. Joel has volunteered for the co-chair/treasurer position and Sue will take his place on the EC.  Slate will be voted on next month.
  • Budget final draft- No concerns with budget for next year. Will be voted on next month.
  • ED Performance Eval: Lichva made a MOTION that Nora Osuchowski be given a 4% increase which would be $81,016, retroactive to anniversary date of 8/16/16 . 2nd by Glastetter. MOTION CARRIED. Abstentions: Frantz

Bills paid prior to the November 2023 meeting:

  • Utilities (National grid, Imperial Security, Sprint & Spectrum)
  • Staff Pay: (Executive Director, bookkeeper, enrichment, soccer, & baseball staff,)
  • Card 1- $1874.40 (office supplies, soccer meeting, t-ball porta potty, soccer equip, advertising monthly fax, Adobe & Zoom subscription)
  • Card 2- $0 (Arts & Enrichment supplies)
  • Card 3- $0 (Theatre supplies)

Waters made a MOTION to adjourn at 8:24 p.m., 2nd by Lichva. MOTION CARRIED

October 2023 Meeting Minutes: 

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

The meeting was called to order at 7:17 p.m.

Barker-Flynn made a MOTION to accept Nicole Lichva as a BARC board member, 2nd by Pingelski. MOTION CARRIED

Review of last month’s minutes: There was no meeting in September. August to be reviewed next month.

Director’s Report:

  • Arts Programs: Summer dance survey were wonderful. Parents love the format & instructors. Doing another class in the fall. Working on a mural painting class as well for November.
  • Enrichment: Intro to LaX surveys relayed concerns about staffing and a group of difficult kids ruining it for everyone. Toolbox making sponsored by Curtis Lumber surveys were 100% positive. Everyone loved it! Nature Exploration Hiking Club survey also had very good reviews. Just the numbers of participation were too low. We’re doing Floor Hockey, Crochet & Weaving & Tae Kwon Do this fall. Volleyball in January. Hoping that Floor Hockey and Volleyball will turn into a feeder program down the road.
  • Fall Sports: T-ball/baseball/soccer programs all going well. Looks like the fundraisers will bring in around $3000.
  • Summer Baseball Clinic: Surveys had good reviews. No complaints.  
  • Swim: We are working on a learn to swim program with the school or village for the winter.
  • Theatre: Theater Program End report showed a loss pf $545. Surveys were really good as well. Working on abbreviated schedule for next year due to concerns with Carpe Diem.
  • Tennis & track: Both programs had wonderful surveys. Rave reviews about track. Tennis was rained out a lot so that was the main complaint.
  • School/Facilities Issues: Village fixed potholes on dirt road. No follow up on doors or email about new building.
  • Building Maintenance: VC installed but needs to be set up.
  • Program End Reports: Theater.
  • Surveys: Baseball camp, Tennis, Track, Curtis Lumber, Hiking

Treasurer’s Report: September 2023

  • Balance as of 10/11/2023- $90,086
  • Overall, all programs (except for theatre) has shown a profit.

Old Business:

  • Municipality payments– Milton, Malta and Ballston have all paid the full amount requested for 2023! The village just sent their contract this week. Returned with voucher on 10/10/23
  • OCFS Funding: 2023 application was approved for $3750. Reimbursement docs submitted 10/10/23. 2024 application went in but no word on approved amount.
  • Between the Village and OCFS we still have $15,150 in outstanding funding from our 2023 budget.
  • School funding: 1st quarter reimbursement docs for 2023-24 went in this week.
  • Grants: Submitted a grant to the Casino for theater program. Adirondack Trust and Stewarts have grants this month.
  • Fundraising Committee: Fundraising committee is working on end of year appeal
  • Accountant- System review almost complete. Sent email to Paul asking for update.
  • New building: No new info. Sent email a week and a half ago with no response. BACC proposed an interesting idea as a partnership with BARC involving new building.
  • Security system upgrade: Nora sent her thoughts on the needs to Pat after the March meeting. Hoping Pat will have time soon to help purchasing what is needed.
  • Bylaws Review: Occurred last month. Revision to number of meetings being presented at this meeting.
  • Community Outreach: BACC
  • Registration site: Tom participated in a video chat. Nora set up a video chat for next week.
  • Printer: Nora asked about keeping what we have but no response.
  • Board member vacancies: Need BSBPA member. Need at least 4 more members. PLEASE SPREAD THE WORD!!!

New Business:

  • Bylaw Revision
    • Barker-Flynn made a MOTION to revise Article 6, Section 2 on regular meetings to say “A regular monthly meeting of the Board shall be held on the same day each month or as determined by the Board of Directors and will occur at least six times per year.”, 2nd by Waters. MOTION CARRIED
  • P&P Revision
    • Barker-Flynn made a MOTION to revise Section G- Evaluations & Performance to state “Annual increases based on an employee’s annual evaluation will be implemented by the employee’s anniversary date. If the annual evaluation review occurs after anniversary date, the increase will be retroactive to the employee’s anniversary date.”, 2nd by Pingelski. MOTION CARRIED
  • Nominating Committee for election slate. Maegan offered to chair. The offices are Chair, Vice-Chair/Treasurer, Secretary, and Executive Committee. Maegan will be getting in touch with everyone to find out anyone’s interests/nominations for these positions soon.
  • Fundraising Committee: Frantz reported that the committee met prior to this meeting. The annual appeal letter was reviewed, Nora forwarded an email list to work from for requesting/notifying fundraising opportunities, on-line auction timeline discussed and that the board members will be requested to contribute toward a basket and a schedule of future meetings.
  • Budget draft: Nora reviewed the proposed budget and asked that everyone review and send comments so that this can be presented at the November meeting.
  • ED Performance Eval

Bills paid prior to the October 2023 meeting:

  • Utilities (National grid, Imperial Security, Sprint & Spectrum)
  • Staff Pay: (Executive Director, bookkeeper, enrichment, soccer, & baseball staff,)
  • Card 1- August $756.96 (office supplies, soccer meeting, t-ball porta potty, soccer equip, monthly fax, Adobe & Zoom subscription)
  • Card 2- August $0 (Arts & Enrichment supplies)
  • Card 3- August $0 (Theatre supplies)

Barker-Flynn made a MOTION to adjourn at 8:35 p.m., 2nd by Waters. MOTION CARRIED

September 2023: No Meeting 

August 2023: Meeting Minutes (unofficial)

Review of last month’s minutes:

Director’s Report:

  • Arts Programs: Summer dance class just ended. See FB post for video of final show.
  • Enrichment: Intro to LaX just ended. Minor staffing issues but we have resolved for the future. Toolbox making sponsored by Curtis Lumber and our Nature Exploration Hiking Club will both start next week.
  • Fall Sports: T-ball/baseball/soccer registrations were normal for fall. Soccer was on the low side. About 50 less than normal.
  • Summer Baseball Clinic: Started this week. No updates yet.
  • Swim: Swim ended last week. Great season. Everyone was really happy.
  • Theatre: Last weekend of the show is this weekend. Great opening weekend with a box office & concession sales of $4100. Up from last year.
  • Tennis & track: Both programs just ended. Tennis was rained out a lot but otherwise no issues.
  • School/Facilities Issues: Garbage was removed. The field doors have been added to the repair list. Pot holes in front of building have been somewhat filled. Can’t fix the pot holes on the dirt road.
  • Building Maintenance: VC installed but needs to be set up.
  • Program End Reports: Spring Soccer, Spring T-ball/Baseball, Intro to LaX, Creative writing, Jazzed About Dance, Tae Kown do and Ninja Lab. All had profits!
  • Surveys: Swim

Treasurer’s Report: July 2023

  • Balance as of 8/9/23- $119,788

Old Business:

  • Municipality payments– Milton, Malta and Ballston have all paid the full amount requested for 2023! The village request was approved in their budget but isn’t paid until June. We are awaiting the contract. Sent a reminder to the village 2 weeks ago but no contract yet.
  • OCFS Funding: 2023 application was approved for $3750. Won’t be paid until the end of the year.  Contracts signed and approved. Reimbursement docs go in after 9/30/23. 2024 application goes in by 8/11/23
  • Between the Village and OCFS we still have $15,150 in outstanding funding from our 2023 budget.
  • School funding: 1st quarter for 2023-24 goes in 10/1/23
  • Grants: No new grants at this time. Although Adirondack Trust has one in October that I am looking into.
  • Fundraising Committee: Fundraising committee is working on getting a meeting scheduled to make a plan for other ideas.
  • Accountant- System review almost complete. Paul should have it for us within the next month.
  • New building: No new info.
  • Security system upgrade: Nora sent her thoughts on the needs to Pat after the March meeting.
  • Bylaws Review: looking at number of board meeting required for the year.
  • Community Outreach: None.
  • Registration site: Tom participated in a video chat. Nora will follow up at the end of August (before basketball registration opens).
  • Printer: Lease is up on current printer. I asked about keeping what we have but no response.
  • CD as BSNB for memorial funds. $3165 deposited into a CD this month.
  • Board member vacancies: Need BSBPA member. Need at least 2 more members.  

New Business:

  • ED eval

Bills paid prior to the August 2023 meeting:

  • Utilities (National grid, Imperial Security, Sprint & Spectrum)
  • Staff Pay: (Executive Director, bookkeeper, enrichment, basketball staff,)
  • Card 1- August $2410.74 (office supplies, advertising, track & swim shirts, soccer equip, monthly fax, Adobe & Zoom subscription)
  • Card 2- August $0 (Arts & Enrichment supplies)
  • Card 3- August $1213.85 (Theatre supplies)

 

July 2023: Meeting Minutes

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

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

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

Director’s Report:

  • Arts Programs: Creative Writing & Dance classes wrapped up with nothing but positive feedback. Our summer dance class just started.
  • Enrichment: The 2nd ninja class (60 kids), Tae Kwon Do (13 kids) and Field hockey at BACC (42 kids) all wrapped up in May. Again very positive feedback. Intro to LaX just started last week. (22 kids). Toolbox making sponsored by Curtis Lumber and our Nature Exploration Hiking Club will both have registrations open this week. Programs in August.
  • Spring Sports: T-ball/baseball/soccer all started in May. T-ball/Baseball went off without a hitch, even with the touch a truck event there. Soccer was a little rockier. The rain kept staff from getting the fields lined and set up completely. We were begging for coaches until the last minute and 4 of the coaches who volunteered didn’t show up, causing our Soccer Commissioner to coach multiple teams.  No other paid staff showed up on opening day.  The new registration system caused many issues with registrations (wrong division issues mainly) so there were numerous long days for the director. Things went relatively smoothly after that first week.  Staff are meeting for program end meeting next week & planning for the fall.
  • Summer Baseball Clinic: We will be doing another one week summer baseball clinic in August before the fall season starts.
  • Swim: Swim has started. We ended up with 22 swimmers but had to cancel the dive portion. Ren Porter (Swim Commissioner) is amazing! And we are very lucky to have Allie Sliper back as head coach! We are competing this year. First meet was last Thursday.
  • Theatre: The show is Into the Woods. Fundraising: Hoffmans car wash is ongoing. Growlers & Brews fundraiser at Speckled Pig occurred in June (Made $315). And the Mandala workshops at Nourish just wrapped up last week (made $420). Talent Show fundraiser is in July. We hired a technical director, Beck Selberg. They accepted the position last month and started in June. Theater is now fully staffed.  Minor issues with the tech director with Frog & Toad (the MA production) but I addressed it with their team. The theater staff & parent volunteers cleaned out the theater shed last weekend and will be working on the garage throughout the season.
  • Tennis & track: Tennis had 90 sign up. Track had 34 sign up. Both started the last week of June. Tennis has been rained out 2 of 3 weeks so far.
  • Fall Sports: Registration for soccer and t-ball/baseball are online now.
  • School/Facilities Issues: New facilities registration system. No communication on it at all from the district but we worked through it. The actual system appears to be a big improvement. Also requested the pot holes filled on the gravel road and in front of the building. There also appears to be an issue with the garbage getting emptied. No response from Ed Martin.
  • Building Maintenance: VC installed but needs to be set up.
  • Program End Reports: Basketball, Winter Enrichment, Ninja Lab, Crochet & Weaving
  • Surveys: Soccer & T-ball/Baseball

Treasurer’s Report: June 2023

  • Balance as of 7/11/23- $120,049

Old Business:

  • Municipality payments– Milton, Malta and Ballston have all paid the full amount requested for 2023! The village request was approved in their budget but isn’t paid until June. We are awaiting the contract.
  • OCFS Funding: 2023 application was approved for $3750. Won’t be paid until the end of the year.  Contracts signed and approved. Reimbursement docs go in after 9/30/23
  • Between the Village and OCFS we still have $15,150 in outstanding funding from our 2023 budget.
  • School funding: Fully paid for the 2022-23 year. Our 2023-24 request of an increase to 52k was approved. Contracts signed and approved as of 7/1/23.
  • Grants: No new grants at this time. Although Osuchowski was approached by a children’s organization that was awarding grants. They are connected to our basketball commissioner.
  • Fundraising Committee: Cookie dough & beef jerky were our spring fundraisers. BARC made over $6700 on this fundraiser. Check out the fundraiser page for details on all fundraisers. Sponsorship drive completed. Union Fire Co signed up as a Hall of Fame sponsor!  Fundraising committee is working on getting a meeting scheduled to make a plan for other ideas.
  • Accountant: 990 completed and e-filed. CHAR was also submitted. System review will be completed after that.
  • New building: No new info.
  • Security system upgrade: Nora sent her thoughts on the needs to Pat after the March meeting.
  • Bylaws Review: Nancy & Tom reviewed. Discussed making changes to the number of board meetings needed per year. Possibly just 10 and skip July & August?
  • Community Outreach: None.
  • Registration site: Tom participated in a video chat and next step is to talk with Nora on its’ capabilities
  • Printer: Pat
  • Board member vacancies: Need BSBPA member. Need at least 2 more members.

New Business:

  • Credit Cards: Cards 2 & 3 have been transferred to different staff since departure of previous staff.
  • CD as BSNB for memorial funds. $3165 was donated to that fund.
  • Performance appraisals need to be done on Executive Director by August

Bills paid prior to the July 2023 meeting:

  • Utilities (National grid, Imperial Security, Sprint & Spectrum)
  • Staff Pay: (Executive Director, bookkeeper, enrichment, basketball staff,)
  • Card 1- May $5393.91 (field paint, office supplies, advertising, soccer equip, board member thank you, monthly fax, Adobe & Zoom subscription) June $789.93 (Advertising, office supplies, t-ball porta potty, monthly subscriptions) July: $1988.05 (Advertising, office supplies, t-ball porta potty, monthly subscriptions, office equipment- badge maker, tennis staff shirts)
  • Card 2- May $103.68 (Arts & Enrichment supplies) June $0 July: $0 (New card)
  • Card 3- May $158.86 (Theatre fundraiser supplies) June $0 July: $145.48 (New card- Theatre fundraising supplies)

A motion was made by Frantz, 2nd by Pingelski to adjourn the meeting at 7:40 p.m. MOTION CARRIED

June 2023: Meeting Minutes

No board meeting this month.

May 2023: Meeting Minutes

 No board meeting this month

    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