Minutes - Ann Arbor Figure Skating Club

Minutes
Ann Arbor Figure Skating Club Board of Directors
Tuesday, April 17, 2012 7:15pm
Officers Present: Robert Bertsch, Ann Dougherty, Melanie Bolhuis, Brooke Sacks, Jim Achtenberg, Lisa Wolf, Bonnie Shay, Lori LeChard
Officers Absent: John Tomassian, Ellen Keefe-Garner, Doug Tharp
Board Members Present: Pam Pangle, Yasa Nechaeva, Mary Reilly, Jayne Tharp, Sibel Cetinel, Daria Massimilla, Nancy Staub, Tereze Steinhoff
Board Members Absent: Brandon Forsyth
Others present: Alice Rolfes-Curl, Erin Donovan, Craig Forsyth (office manager), Robert Sacks, Bobbie Stoermer, Petula Brown
Meeting called to order at 7:15pm.
Agenda approved, as modified
Consent agenda: MOTION: by Tharp, second by Pangle: Approve Consent agenda. Passed unanimously.
SEC-1: Via e-mail: MOTION: by Tharp, second by Pangle: Approve the March 20 minutes. YES Tharp, Pangle, Massimilla, Reilly, Nechaeva,
Forsyth, Steinhoff Waiting for votes - Staub, Cetinel
SEC-2: Via e-mail: MOTION: by Reilly, second by Massimilla: Select Ellen Keefe-Garner as recipient for the 2012 Gordon C Brown Award.
Passed YES: Reilly, Massimilla, Tharp, Steinhoff, Cetinel, Pangle, Nachaeva Waiting for votes: Forsyth, Staub
TREAS: Preliminary report distributed. Reporting expectations from our contractor have not yet been received.
OFFICE: 1) BASIC SKILLS: Spring Basic Skills began on Tuesday March 26 th and will run until Thursday June 7 th . This Spring we have
sessions Tuesday & Thursday nights and two sessions on Saturday morning. Even though we are just entering week four, spring school
vacations bracketing the Easter holiday have resulted in a great deal of late registrations. The Club Office is expecting approx. 10 more
registrations this week. So far registration is fairly even with last Spring with LTS registrations up only 3%.
2) SPRING ICE: Spring Ice began on Sunday March 25 th and continues through Friday June 15th. The AAFSC office has been accepting
contracts since the end of February. Discounts for skaters contracting for 5 or more sessions/week are the same as offered in the Fall and Winter
sessions. Contracts are up considerably from last year but total ice usage at this time appears to be about even with last year. No sessions have
yet had to be closed to sign-on usage. A few UMICH Collegiate Team members have been taking advantage of our letting them on the 3:15
session while Yost is closed for repairs.
3) LIMITED REVIEW: The Limited Review and IRS Form 990 have been completed by the accounting firm of Yeo & Yeo and approved by
the AAFSC Finance Committee. The 990 has been electronically filed by Yeo & Yeo. BOD members have a fiduciary responsibility to review
completed Form 990’s. Most of this year’s BOD has not as yet reviewed the 990. The 990 can still be reviewed. Please make an appointment
with Craig.
4) OTHER: The AAFSC Office (Joan & Craig !!) has been very busy the last month completing and distributing Spring LTS brochures and
Spring Ice Schedules/Contracts; invoicing Spring LTS; booking payments for LTS; invoicing and booking Spring Ice Contracts; consulting
with Scheduling Committee on development of the Summer Program and Ice Contract; selling tickets (patron/premium/general admission) for
MOI; providing financial background for the finance and other AAFSC committees; as well as all our everyday activities of running Pass Thru
ice, Sign On Ice and answering any and all questions from members, non-members, LTS parents and anyone else. The Office has been also
involved in creating an analysis of FALL/WINTER ice usage, preparing Budget Worksheets and detailed P&L statements for each of the Club’s
Cost Centers/Classes.
Submitted by Craig Forsyth AAFSC Office Manager
COMMUNICATIONS: The website redesign survey was started on April 1, 2012. As of April 14th, 59 responses had been received, 37 (62.7%)
of which were completed. As survey responses go, this is a decent completion rate, but not a great response rate. I have begun to compile the
information collected, and have asked Alice to send out another blast reminding members to complete the survey. The next step in the site
redesign process is to organize some group sessions to discuss site content and organization.
Since the last board meeting, email notifications were sent to members (thanks Alice!) regarding:
Springtime competition deadline, The new Ballet class offering, Call for Board of Directors nominations, Basic Skills and Showcase
announcement, Calendar of events for April, Invitation to Annual Banquet
SCHEDULING: Summer Session is a 10 week schedule from Mon, June 18 through Fri, Aug 24, as previously reported. The ice schedule
remains all General sessions same as Summer 2011 - a draft schedule is attached. It includes Thurs 7:15-8:05pm which was poorly attended last
year but would like to keep to attract skaters who cannot make it to earlier sessions. Sessions identified with a group limit of 3 skaters are based
on Summer 2011 skater numbers per policy adopted 2/21/12 and are M-F 9:15 & 10:15 and M-Th 4:15 & 5:15. Included in the ice schedule are
July 4th holiday, testing dates and no dance team ice W-F during Lake Placid Competition (Week 6). Off ice dance, strength and conditioning,
etc classes are not yet included pending input from HR which has been requested. Off ice time slots and descriptions from last year however are
included. Also not included in Draft is discount contract pricing for multiple sessions pending adoption of AAFSC Office Proposal.
The Scheduling Committee is anxious to get the summer ice contract out to our skaters promptly and seek Board approval today.
Respectfully submitted,Alice Rolfes-Curl
Treasurer: February financials distributed. Club discussion (Lisa Wolf) – on target, variances reasonable. Synchro discussion (Lori LeChard) –
variations are all reasonable, and explained.
Office: Craig Forsyth presented Fall/Winter comparative ice analysis along with 12-month analysis.
MOTION: by Tharp second by Cetinel: Give skaters that skate primarily with another Club going to qualifying competitions a gift card rather than
an ice card of equal value. Passed 8-0, Nechaeva abstain.
MOTION: by Pangle second by Steinhoff: Adopt proposal 1 and proposal 2 presented by Craig Forsyth for summer ice. Approved unanimously.
Proposal 1:
(a) Summer 2012 will be divided into two five week parts. Summer I running from Monday June 18 th thru Friday July 20 th . Summer II running
from Monday July 23 rd thru Friday August 24 th .

(b) Late Registration: There will be NO Late Registration Fees. Instead ice must be contracted at least 7 days in advance of any session to be
contracted. An additional $5 Processing Fee will be charged for Contracts received after Monday 6/18 for Summer I or July 2 3rd for
Summer II as well as each time an addition/change to an existing contract is made.
Proposal 2:
PRICING: $12 per contracted session. $10 per session for two or more sessions contracted on any given day. (Example: Contracting for
8:15 am & 4:15 pm sessions on Monday June 18 th = $10 per session. Contracting for 8:15 am on Monday June 18 th and Tuesday June 19 th
= $12 per session)
MOTION: by Massimilla, second by Pangle: Modify High School Affiliated Membership volunteer hour requirements to 0 hours. Approved
unanimously.
Scheduling Committee (Alice Rolfes-Curl): Spring session will include Mid/High Ballet class.
Hockettes (Erin Donovan): Coach evaluations concluded this week. Tryouts for next year are next week. Basic Skills class for new, young skaters is
scheduled for this spring. Many Porter volunteer parents are very excited to serve Ann Arbor FSC in this way! 2013 Synchro Nationals will be in
Plymouth at Compuware, Midwestern/Pacific Coast Sectionals in Kalamazoo at Wings Arena.
Testing (Bobbie Stoermer): Testing financial report distributed for 2011-2012.
Competitions Committee (Ann Dougherty): Springtime Competition is less than 1 month away. Entries are closed, phone calls coming in begging
for late entries. About 625 total entries, IJS is down, lower levels are up.
Jayne Tharp left the meeting.
MOI (Sibel Cetinel): Financial report distributed showing a positive cash flow! Large increase in attendance/admission fees.
Tereze Steinhoff left the meeting.
Nominating Committee (Melanie Bolhuis): Large effort made to get a good representation in nominations, with some assistance from US Figure
Skating. Proposal to expand the Board from 9 to 11, with President, Secretary, and Treasurer being selected from the Board.
MOTION: by Msssimilla, second by Forsyth: Adopt proposals I, II, III and IV presented by the Nominating Committee, and the recommendation to
expand the Board of Directors to 11. Implement 11 Board members by electing 4 to 3-year terms and 1 to a 2-year term in 2012 as transition. Passed
unanimously.
Proposal I - Modify ByLaws 4.13: Ex Officio Board Advisors. All current officers of the Club and tThe immediate past President of
the Club, to the extent such persons are not elected directors, shall be ex officio advisors to the Board of Directors. Ex officio advisors are
entitled to attend and participate in meetings of the Board of Directors, but not to vote in their ex officio capacity. However, the immediate
past president may vote solely in the event of a tie vote among directors present at a duly convened meeting of the Board, to break the tie.
Current officers shall be ex officio advisors so long as they are officers of the Club. The immediate past president shall be an ex officio
advisor for a term of one (1) year.
Proposal II - Modify ByLaws 5.2: Number and Selection. The Board of Directors shall appoint elect a President, a Secretary and a
Treasurer at the annual meeting of the AAFSC from the elected Board of Directors, The Board of Directors, and may appoint one or more
Vice-Presidents, Assistant Secretaries, Assistant Treasurers, and such other officers as they may determine. Any two or more offices may
be held by the same person except the offices of President, Secretary and Treasurer. Each officer shall hold office until a successor is
elected and qualified, or until the officer's resignation, death or removal. Vacancies in offices shall be filled by election by the Board of
Directors at any time to serve unexpired terms.
Proposal III – Modify Rule MR 6.10: Require all of its officers, directors, and delegates to the USFSA Governing Council be voting
members in good standing of AAFSC. In no event may an officer be an ineligible person, a restricted person, or non-voting member, or a
coach.
Proposal IV – Modify ByLaws 4.6: Nomination of Directors. At least sixty (60) days prior to the annual meeting of the membership, the
Nominating Committee shall present a list to the Secretary containing the names of eligible nominees as directors and officers for the
ensuing year. Said list shall contain the names of at least one eligible nominee to each vacancy. The Secretary shall mail a copy of post the
list of nominees to the members and directors at least thirty (30) days prior thereto. Nominations for directors may also be received from
the floor during any meeting of the membership at which directors are to be elected.
Recommendation: It is the recommendation of the Nominating Committee that the elected members to the Board of Directors be increased
from the current number of none (9) members to eleven (11) beginning with the election for Board of Directors for the 2012-13 year.
ByLaws Committee (Daria Massimilla): Discussion on Board representation by skating program. No action proposed.
HR Committee (Bonnie Shay): MOTION: by Reilly, second by Pangle: Recommend Todd Giles as a member of the Ann Arbor FSC Professional
Staff. Passed 6-0, Nechaeva abstain.
Adjourn 10:25 pm
Next meeting: May 15, 2012 at 7:15pm
Jim Achtenberg, Secretary