Special Board Meeting

Call to Order

Motion by: Kevin Green Second by: Lauren Rogers

Meeting was called to order at 19:15PM. A quorum was present as required to conduct GYA business.

Account Reconciliation

The board was presented with the reason for a reconciliation of accounts and the recommendations for a third party to conduct the reconciliation.

Motion by: Kevin Green Second by: Lauren Rogers to conduct a Special Account Reconciliation. All approved. None opposed.

Discussion items included:

1.       Suggestion by Brad Vest to perform a quarterly review of accounts in the future by an internal party.

2.       The need to complete the requirements for 501(c)(3) status by Sandra Yansky.

3.       Cherie Connor presented the information as requested to the Board. Signed receipt of presented information was given by S Meyerdirk.

4.       Approval given to close the account at Landmark Bank and open new account, if necessary.

Proposed Amendments to By-Laws

Motion by: Lauren Rogers Second by: Kevin Green to approve amendment to Article III in the Association’s By-laws to ensure all funds received during all GYA sponsored events is reconciled by no less than two active association members. All approved. None opposed.

Policies and Procedures to define the required steps for reconciliation of receipts for all sponsored events and an Event Reconciliation Statement were approved for future use.

Motion by: Elizabeth Kulbeth Second by: Lauren Rogers to amend Article V in the Association’s By-laws by adding Section VI to ensure all fundraisers be approved by the Board of Directors; that all proceeds from all fundraisers be turned over to the Treasury for deposit; that a new account be opened for fundraising activities; and that there by no individual team fundraisers approved.  All approved. None opposed.

A motion was not made to clarify the difference between team fundraisers and GYA sponsored fundraisers as requested in the previous General Meeting held August 7, 2006.

Sandra Yansky will prepare wording for vote at the September 11, 2006 General Meeting for the amendment proposed for Article V.

Discussion items included the implementation of letters requesting payment for delinquent accounts; and to define guidelines for scholarships in the by-laws. Sandra Yansky will prepare wording to amend the By-laws to define guidelines for scholarships for vote at the September 11, 2006 General Meeting.

Open Positions for Election

Treasurer - Cherie Connor resigned as Treasurer of GYA. Resignation was accepted by the Board. Office will be posted on the website for open election at the next General Meeting.

Signature card at Landmark Bank has not been signed and will not be signed as stated by Cherie Connor.

Request made and approval given to add Shari Meyerdirk and Bobby Elvington to the signature card at Landmark Bank. Request made and approval given to remove Cherie Connor from the account at Landmark Bank.

Elections for Cheerleading Commissioner and Cheerleading Representative will be held in March, 2007. Special election for Baseball Commissioner and Representatives will be held in January, 2007 in order to effectively prepare for the 2007 baseball season. Representatives for Basketball will be elected during the next General Meeting.

Facility Chairperson - Brad Vest resigned as Facility Chairperson of GYA. Resignation was accepted by the Board. Office will be posted on the website for open election at the next General Meeting.

Parks Steering Committee

A Steering Committee has been approved by the Gunter City Council to research and recommend improvements to the Gunter City Park, including the existing baseball fields, new athletic fields, concession stands, and the field house. Shari Meyerdirk, Bobby Elvington, and Brad Vest will represent GYA on the new Parks Steering Committee. The next meeting for this committee will take place on August 31^st at the Gunter Community Center.

EDC Issue

Information obtained from the Gunter City Council meeting on August 14^th,  (attended by Shari Meyerdirk, Becky Johnson, and Sandra Yansky) and  the EDC Chairperson, Dan Moody, by Sandra Yansky on August 18^th  and August 21^st  was shared with the Board to clarify that GYA will not be given any funds from the EDC to make improvements to the baseball fields. Funds are available to pay legitimate businesses and / or licensed contractors for expenses incurred after March 13, 2006, which is the date the City Council approved the allocation of funds. Private citizens who paid expenses out of their personal accounts cannot legally be reimbursed by the EDC; nor will expenses be paid for material purchased or services rendered prior to March 13, 2006 when the Gunter City Council approved the allocation of funds to improve Baseball fields I and II at the Gunter City Park, property of the City of Gunter. The EDC has requested that any supplier, business or licensed contractor needing to collect on a debt incurred for improvements made to the Gunter City Park submit an invoice to the EDC for review.  The EDC and / or the City of Gunter will not release funds to the Gunter Youth Association for improvements to be made to the baseball fields. Any private citizen that believes they should be reimbursed for expenses paid from their personal account should contact Dan Moody or another EDC member.

Meeting Adjourned

Motion by: Greg Pecina Second by: Elizabeth Kulbeth

Meeting adjourned at 21:15PM.