Meeting Minutes

[bettercounsel]

At the July 6th meeting at approximately 7:10 pm at Jax Grill, Mr. Ed, in his duties as Director of Compliance - Sergent-in-Arms called the meeting to Order. It appearing that approximately 16 people were in attendance, Mr. Ed proceeded with the meeting.

Agenda: (1) Regular Monthly Meeting and (2) Special Visitor - Marshall of the Houston Parks & Recreation Department

Old Business: (1) on behalf of the club Mr. Ed obtained correct type of lock approx. which comes with two keys for the container and club authorized Ed to obtain 4 copies of the keys. Also, Mr. Ed will obtain 2nd lock and 4 copies of the keys for second lock.
(2) Frisbee Olympics/Texas Flying Disc Competition and all around competition, - chuck obtained additional information and schedule of events from WFDF - will need an additional meeting just for this event to organize in October would be the best time;
(3) Membership Cards - Fancy card with name and member number printed on the card that members gets one time and then provide renewal stickers, problem is higher costs and lost member cards. Jeff M. described a less expensive more generic card that would be on plastic, sequentially numbered, write the name and the year of the membership on with a sharpie, and each year provide a new card with new date - Larry to get some specifications on the easier generic cards since that appeared lesser cost than the piecemeal production of the fancy card;
(4) Reforestation proposal, awaiting HPARD policy on accepting proposals, in the works, follow-ups suggested;
(5) Mozola A, B & C Proposal, additional follow-ups suggested;
(6) per Marshall, Moffitt Concrete Tee-Box proposal, has gone to the Houston Parks Board and the $8,000 funding request made to the City of Houston was denied, which does not preclude private funding. Richard F. to follow-up by inquiring with his contact with Houston Parks Board. Discussions of sources for funds and Texas Parks & Wildlife grants;
(7) per Marshall, better to have one cohesive plan listing each of the proposals pending and one person from HFDS being the liason to Parks & Recreation to follow-up. HFDS existing policy is that the President is that person unless otherwise designated;
(8) HFDS Incorporation raised again and Richard F. advised that creation of non-profit corporation is not the difficult part which is obtaining the EIN from IRS and then filing with State of Texas, proper compliance is where the effort is required - HFDS has financials, only need written policies and contemporaneous minutes to be in compliance. Benefits are tax deductions for contributors, tax exemptions for HFDS revenue, charitable sponsorships, corporate sponsorships and easier relationship with the City of Houston;
(9) design committee, written policy proposal and status of email blast newsletter tabled until next month.

New Business: (1) Richard F. suggested tightening the meeting by starting at precisely 7 pm, following Robert's Rules more closely to speed up the meeting, showing up at 6:30 pm if you are eating, suggested two minute time limit to speak which can be extended, Richard F. advised the mere existence of a time limit will make people get to to the point faster, including Richard F.
(2) a Monday Evening Mini at Mozola either in addition to or in lieu of the currently existing league to attract more gold level players to the course since it is the most challenging course in the HFDS league system;
(3) HFDS President asked for a volunteer to assist Marshall in running the Intra-mural Collegiate league sponsored by Houston Parks & Recreation. Chuck C. volunteered; and
(4) Discussions with Marshall of Houston Parks & Rec. about disc golf and the Parks & Rec. Department.

[mattman]

thanks for the minutes, seems like a productive meeting...
I love eating at that place too.

[mr.ed]

Good job on the minutes Richard.

Starting with next months meeting, if anyone is intrested in getting an item on the agenda please send me an e-mail stating the subject of your agenda item and I will post a copy of the agenda on this thread I will also print and bring copies to the meeting. We are trying to start the meetings on time and finish at a reasonable time. Please limit your item to three minutes. However, if you need extra time, you may request it.

Please have your request to me by six oclock the Sunday evening berore the meeting so i will have time to prepare it. My e-mail is ***hfds081***@***yahoo.com***

if you wish to eat (very good food at Jack's) please come at 6:30 so the ordering will be out of the way by 7:00 and we can start the meeting on time.

[bettercounsel]

At the August 3rd meeting at approximately 7:00 pm at Jax Grill, Mr. Ed, in his duties as Director of Compliance - Sergent-in-Arms called the meeting to Order. It appearing that approximately 14 people were in attendance, Mr. Ed proceeded with the meeting.

Agenda: (1) Regular Monthly Meeting (2) also, Marshall B. of Houston Parks & Rec. also attended.

Old Business: (1) Treasury Report; (2) Membership report; (3) Promotions director report.

From the May Meeting:
(1) Eberly Ranch discussions: Mr. Ed confirmed that (a) September 18th will be the date, (b) $25 entry fee + $5 ranch fee and 100% payout; (2) Email Promotions via Email Blast: Patrick compiling the spreadsheet; (3) use of HFDS temporary baskets by Stonebridge to raise funds, not needed.

From the June Meeting:
(1) Patrick to obtain the HFDS banner for promotional use;
(2) non-profit/incorporation status - follow-up email to Gordon M. suggested;
(3) Houston Flying Disc Championships - discussion of scheduling would have to be early in 2011.

From the July Meeting:
(1) Lock for container obtained. Richard F. also has copies of keys to container and storage unit.
(2) Membership Cards - Mr. Ed made a suggestion for a card that he could make using equipment from his employment. Club votes to authorize Mr. Ed to incur up to $150 in expenses that the club would reimburse him for to produce membership cards for the club membership.
(3) Reforestation proposal, tabled until future meeting.
(4) Mozola A, B & C Proposal, due to current construction at Mozola, HPARD not want to make any changes until construction completed;
(5) Moffitt Concrete Tee-Box proposal and fundraising - Richard F. spoke to Trent at Houston parks Board and if we raise the funds, they will have the concrete tee-boxes installed. Discussions of fundraising options including minis, disc-athon, use of Moffit Show funds, silent auction. Richard F. advised of some difficulties of the Tex. parks & Wildlife Grants, requirement that city use funds previously granted before being awarded more. No deadline to raise the $8,000 for concrete tee-boxes.
(6) Monday Evening Mini at Mozola going forward, LD to be rotating between Richard F. Conrad J. and Derek L.
(10) Marshall of Houston Parks & Rec. about disc golf and the Parks & Rec. Department reporting that asphalt tee-boxes are being installed at MacGregor. Suggested that in the future might install asphalt tee-boxes at Moffitt. Suggested that club wait and see before raising funds for concrete tee-boxes.

New Business: (1) Disposition of 7 temp baskets in the storage container, also two others need repair;
(2) Birdshot requests gratuitous use of the 7 temp. baskets for mini at Mozola in August and the C-Tier event at Mozola in October. Club approves;
(3) Matchu through Mr. Ed volunteers some promotional for cyber bulletin board for furniture bank at the GRB for HFDS. Additional information needed;
(4) Mr. Ed brought up need for official club league and mini cancellation policy and the club decided that players can obtain telephone number of LD and stay in contact that way, also players can provide their cell phone numbers to the LD. If rain, and absent flooding, LD will make visual determination at the course and if cancellation is decided, stay until the end of the start time to advise anyone that shows up that league is canceled. Use of the message board is encouraged. Patrick says that if you contact him he will tweet the cancellation.
(5) practice basket for Jester recovered by Conrad J. to be returned to Marshall of Parks & Rec. for re-installation at the course;
(6) Cong indebted to HFDS and about to receive payout, discussions of policy applicable.

[_d_g_]

hey guys, I was reading through the minutes and saw that concrete tee's are estimated at $8,000. Is that material and contractor price? Also, I believe concrete is around $120 a yard right now, with each box being about .8 to 1 yard. BUT, the concrete company has some leeway in their pricing, and if pitched right, they could probably sell it as cheap as $80 to $85 a yard. Remember HFDS may not be a non-profit corp., but its still a nonprofit association, and the concrete company may adjust their price accordingly.

[derek]

Originally Posted by _d_g_

hey guys, I was reading through the minutes and saw that concrete tee's are estimated at $8,000. Is that material and contractor price? Also, I believe concrete is around $120 a yard right now, with each box being about .8 to 1 yard. BUT, the concrete company has some leeway in their pricing, and if pitched right, they could probably sell it as cheap as $80 to $85 a yard. Remember HFDS may not be a non-profit corp., but its still a nonprofit association, and the concrete company may adjust their price accordingly.

The way it will work is the city determines all these things, we just give them the money and they use their own labor and materials at whatever cost it is for them. None of this can be decided by the club.

$8000 was the estimated cost for 36 teeboxes, i dont know who came up with it, but i think its an old number from an old proposal

[bettercounsel]

Originally Posted by derek

The way it will work is the city determines all these things, we just give them the money and they use their own labor and materials at whatever cost it is for them. None of this can be decided by the club.

$8000 was the estimated cost for 36 teeboxes, i dont know who came up with it, but i think its an old number from an old proposal

Actually there are two ways to do it. My understanding, and I have not ever seen the proposal, is that the $8,000 includes the materials and labor for a private contractor to perform the work through the Houston Parks Board, who then insures that the contractor properly installs the concrete tees. The other way is to supply the materials to Houston parks & rec. and have their people install the tee-boxes.

There are advantages and disadvantages either way.

[_d_g_]

Originally Posted by bettercounsel

Actually there are two ways to do it. My understanding, and I have not ever seen the proposal, is that the $8,000 includes the materials and labor for a private contractor to perform the work through the Houston Parks Board, who then insures that the contractor properly installs the concrete tees. The other way is to supply the materials to Houston parks & rec. and have their people install the tee-boxes.

There are advantages and disadvantages either way.

OK, I see. $8,000 actually seems too cheap to pour 36 tee's paying for labor and material. I believe we ended up spending close to $2,000 pouring the 18 boxes we did this year, but we did all the work. And it was a LOT of work requiring a LOT of volunteers. In fact, I hope we dont have to do it again, lol.

[bettercounsel]

As an amendment to the club's minutes, for the August 3rd meeting, add the following items under New Business:
(1) Club approved a $100 sponsorship for Eberly Ranch Tourney;
(2) Club approved a $150 sponsorship to Birdshot for Jack Brooks/Shawshank tournies.

[bettercounsel]

At the September 7, 2010 meeting at approximately 7:00 pm at Jax Grill, Mr. Ed, in his duties as Director of Compliance - Sergent-in-Arms called the meeting to Order. It appearing that approximately 4 people were in attendance, Mr. Ed proceeded with the meeting.

Agenda: (1) Regular Monthly Meeting

Old Business: (1) minutes corrections from August meeting - Birdshot sponsorships, $150 for Jack Brooks and $50 for Doin' Time at Shawshank;
(2) Financial Report;
(3) Membership report;
(4) Promotions report.

From the August Meeting:
(1) Need an email blast for promotions - discussions of HFDS Facebook fan page;
(2) Non-profit/incorporation status, Richard F. to follow-up with Gordon M.;
(3) Houston Flying Disc Championships, need Chuck C. re: additional information and dates;
(4) Membership cards, (a) Mr. Ed to follow-up with Andi Y., (b) Andi Y. reported to Richard F. prior to the meeting that she has the artwork and will be getting with Mr. Ed, (c) Discussions of type of card for next year Conrad J. to seek a quote from vendor recommended by Michelle D.and promotional email re: bag tag, and was writable;
(5) Reforestation project, need Larry K. to be present, tabled until next meeting;
(6) Mozola A, B & C proposal, has been sent to Marshall B., regular follow-ups with Marshall B.;
(7) Moffitt Concrete Tee-Box Proposal, Conrad J. to follow-up with Adam S. re: copy and or assistance with the quote;
(8) Status of Tee-Boxes at MacGregor, (a) discussions of how during construction players are playing in the unfinished tee-boxes, Mr. Ed will put out a bandit sign to inform non-league HFDS players to play behind the tee-boxes until the boxes are finished, (b) Richard F. discussed rally of support for poured asphalt tee-boxes more of a rally for support for Parks & Rec and for the installation of permanent tee-boxes and more public explanation necessary re: the status, (c) picnic table in fairway for #6, Richard F. to follow-up with Marshall B.;
(9) Disposition of two baskets in storage that need repair, Richard F. to contact Chuck C. about the inventory in the container;
(10) Inventory of the Storage unit and re: Jim Mozola's old temp basket there, use for Mozola League during construction and also use for Eberly, need to have a written inventory for all HFDS property;
(11) MacGregor payout applied as a credit to Cong debt; and
(12) Mozola Mini Singles Reduced to Non-HFDS $13 remains $10 non HFDS, Mozola Mini Doubles remains $10.

New Business: (1) Mac Gregor League Plays From Junior Tees?, to attract ace? ace pot approx. $330, club reaffirmed it was Mr. Ed's discretion as league director to play from any tees he wants, and if he does, would be better when ace pot is $150 or under at end of season league;
(2) Club Business On-line? for document storage and routine votes like sponsorships and reimbursements (a) is there a real benefit?, allow remote participation of Southeast Texas, would this increase or decrease club participation by disc golf community (b) is not the in person written primary agenda method working to handle all business currently in a two hour meeting once per month, (c) some socializing always takes place, cut from 2 hours to 1 hour by doing routine business on-line?, (d) HFDS officers will review message board more, (f) cost benefit analysis of practicalities of implementation vs. participation;
(3) Kingwood Privatizing HFDS to discuss any ideas and what HFDS can do. Andi Y. in discussions, appears parking in boat ramp area frustrating Kingwood residents, perhaps Andi Y. can mediate and advise HFDS what efforts can be done. HFDS willing to consider any ideas of what can be done.;
(4) Renegade Courses - Too-Legit-to-Quit? discussions of those setting up 4 to 8 hour temp. courses on parks and rec. space, what are implications for those that are doing this? is official permission necessary? If for non-exclusive recreational purposes only, clearly additional permission is not necessary. What about payout? Richard F. to research and advise; and
(5) Sponsorships, with use of Moffitt Show funds, as always, HFDS sponsors (a) $250 for Waterlooooo; (b) $50 PYMWYMI; and (c) $50* for SWMini, (*inquiry).