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
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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
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
Meeting Adjourned at 7:12pm
10/11/2017
PAA Monthly Meeting Minutes:
Y President – Fatima Bonner
VP Finance N VP Membership – Joanna Cortes-Alier
VP Athletics Y Treasurer Amy Hatchett
N Cheer Dir – Rhonda Smithbey
Y Secretary – Michele Nichols
Y Baseball Director – Barry Nichols
Y Baseball Director – Mike Gray
Y Basketball Dir – Kevin Bonner
N Member At Large / Concerns – Adrienne Scott
N Football Director / Webmaster – JaBari Scott
Softball
N Football Director Brian Roberson
Parents in attendance: Kenny Jones (PAA Baseball Coach and upcoming Co-Director)
Call meeting to order 6:36PM
Approved and Accepted Minutes
Approved and Accepted Treasurers Report
Discussion:
Amy Hatchett, Treasurer
Several Cheer checks are outstanding and have not yet been cashed. Need follow-up from Rhonda.
JaBari / Brian Roberson, Co-Football Directors
n/a
Webmaster – Jabari Scott
n/a
Rhonda Smithbey, Cheerleading Director
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.
Fatima Bonner, President Directors
n/a
Adrienne Scott, Member at Large/Concerns
n/a
Kevin Bonner, Basketball Director
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.
Michele Nichols, Secretary
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.
Joanna Cortes, VP Membership
n/a
Barry Nichols / Mike Gray, Co-Baseball Directors
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.
Xxx, VP Athletics Xxx, Softball Director Xxx, VP Finance
N VP Finance Y VP Membership – Joanna Cortes-Alier
N VP Athletics N Treasurer Amy Hatchett
Y Cheer Dir – Rhonda Smithbey
Y Secretary – Michele Nichols
Y Baseball Director – Barry Nichols
Y Baseball Director – Mike Gray
N Basketball Dir – Kevin Bonner
N Member At Large / Concerns – Adrienne Scott
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)
Call meeting to order 6:40PM
Minutes – not sent out
Treasurers Report – Approved and Accepted, 2 mths
Discussion:
Rhonda Smithbey, Cheerleading Director
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
Webmaster – Jabari Scott
Cleanup is still in process.
Kevin Bonner, Basketball Director
Basketball is going to be coming up, in a few weeks they will be meeting to come up with sign-up dates.
Adrienne Scott, Member at Large/Concerns
x
Michele Nichols, Secretary
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.
Barry Nichols / Mike Gray, Co-Baseball Directors
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
Amy Hatchett, Treasurer
Joanna Cortes, VP Membership
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]
N VP Finance Y VP Membership – Joanna Cortes-Alier
N VP Athletics Y Treasurer Amy Hatchett
Y Cheer Dir – Rhonda Smithbey
Y Secretary – Michele Nichols
Y Baseball Director – Barry Nichols
Y Baseball Director – Mike Gray
N Basketball Dir – Kevin Bonner
N Member At Large / Concerns – Adrienne Scott
Y Football Co-Director / Webmaster JaBari Scott
N Softball
N Football Co-Director Brian Roberson
Call meeting to order 6:37PM
Approve and Accept Minutes
Treasurers Report – April & May were approved June In process
Discussion:
JaBari / Brian Roberson, Co-Football Directors
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.
Webmaster – Jabari Scott
Fees were paid to Micro Concepts of Chesterfield. Problem with the original invoice email going to an old board
member.
Rhonda Smithbey, Cheerleading Director
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.
Adrienne Scott, Member at Large/Concerns
Amy Hatchett, Treasurer
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.)
Barry Nichols / Mike Gray, Co-Baseball Directors
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.
Fatima Bonner, President
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.
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]
N VP Finance Y VP Membership – Joanna Cortes-Alier
N VP Athletics Y Treasurer Amy Hatchett
N 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 Co-Director / Webmaster JaBari Scott
N Softball
Y Football Co-Director Brian Roberson
Call meeting to order 6:38PM
Approve and Accept Minutes
Treasurers Report – on hold until next meeting
Discussion:
JaBari / Brian Roberson, Co-Football Directors
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.
Webmaster – Jabari Scott
Rhonda Smithbey, Cheerleading Director
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.
Adrienne Scott, Member at Large/Concerns
Amy Hatchett, Treasurer
Little Ceasar checks/receipts rec’d.
Kevin Bonner, Basketball Director Kevin’s Capital One money is on the way.
Michele Nichols, Secretary
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)
Barry Nichols / Mike Gray, Co-Baseball Directors
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.
Fatima Bonner, President
New Business:
Old Business:
Football check is still outstanding. Discussed if we want to proceed with Voiding the check.
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]