Meeting Minutes

[bettercounsel]

At the October 5, 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 7 people were in attendance, Mr. Ed proceeded with the meeting.

Agenda: (1) Regular Monthly Meeting

Old Business: (1) Club Business On-Line - tabled for discussion later, ;
(2) Financial Report - discussions of storage unit cost increase to $42 per month, Richard F. and James L. to move some inventory to Bass;
(3) Membership report - need for new membership officer, inquiries to be made with Patrick; new memberships rollover time period extended July 1st cut-off, renewals rollover is November 6th, approved by acclamation
(4) Promotions report - need for email blast list - tabled Facebook fan page an additional promotional vehicle, Conrad J. to get FB account and Richard F. to make him additional admin., agreed by all a good way to promote HFDS events;
(5) Kingwood Privatizing - Andi Y. is lead contact, tabled until add'l info. from her;
(6) Non-profit/incorporation status, Richard F. spoke with Gordon M. discussions about 501c(3) charity vs. 501c(4) civic, Waterloo is 501c(4) because compliance burden is not as great, still have tax exempt income but no tax deductions for donations which is why Waterloo Club funnels money into charties like Austin Parks Foundation and Ronald McDonald House; Richard F. suggested that club consult professional tax advisor, discussions of credibility of Waterloo Club's 501c(4) status with government, membership and public and South Austin Club's effectiveness despite remaining a private unincorporated organization. If HFDS becomes 501c(3) or 501c(4) no direct benefits like lower prices for members for leagues and events but still can have vendors give a discount. 501c(3) or 501c(4) must treat members the same as general public;
(7) Houston Flying Disc Championships, need Chuck C. re: additional information and dates;
(8) Membership cards, (a) Mr. Ed and Andi Y. working on this w/ Mr. Ed. making the cards and Andi Y. designing renewal stickers, Mr. Ed to follow up with Andi Y.;
(9) Reforestation project, need Larry K. to be present, tabled until next meeting;
(10) Mozola A, B & C proposal, has been sent to Marshall B., city has promulgated a extensive policy for Disc Golf Course proposals will need to obtain necessary approvals reviews from various entities and persons described in the City's Policies;
(11) Moffitt Concrete Tee-Box Proposal, do not have a copy of the proposal Richard F. to contact Trent R. of Houston parks Board to obtain a copy;
(12) Status of Tee-Boxes at MacGregor, - there was a vacation by project leaders with city and work crews stopped for 6 weeks, construction has begun again Mr. Ed and Jeff M. to inspect progress on Wednesday and report;
(13) Disposition of two baskets in storage that need repair, if we have a need for them to be repaired, will repair, Richard F. needs to contact Chuck C. about the inventory in the container;
(14) Inventory of the Storage unit - Richard F. and James L. to move inventory to Bass and discussions of continues use tabled; and
(15) Central Houston Mini on Sunday - cultivated 3 new memberships, not a real conflict with Commando as north-side players play the Commando, none of Commando regulars are playing in the Central Houston Mini, provides more options anyway even if they did and gives in-town players option of playing a mini w/o driving to Spring.

New Business: (1) Meeting with HPARD and BBP - Derek L. met with HPARD and Buffalo Bayou Partnership at Mozola to coordinate tree plantings, BBP requested meeting, evidence of growing credibility of HFDS with BBP and HPARD - Tree Plantings at Mozola this week and the marker and baskets for being put back in the ground this week;
(2) Oak Meadows Update - Homeowners association board is dominated by the developers at this time and it is developers that created exclusion of public from disc golf course, as more residents become board members as the development sells more houses this policy is likely to change, one resident meber of board at this time and he plays disc golf, will take years but eventually likely to get public access again;
(3) Sponsorships, $50 for SWMini accepted by Eric J., HFDS logo now on SW Mini webpage;
(4) Saturday Moffitt League - Conrad J. still willing to run and organize, some concerns about continued popularity, will see what attendance is and review.

[ThePatrick]

Sorry guys I am in NC at the USDGC and presidents cup. Bad timing.

[ERicJ]

Originally Posted by bettercounsel

Old Business:
(13) Disposition of two baskets in storage that need repair, if we have a need for them to be repaired, will repair, Richard F. needs to contact Chuck C. about the inventory in the container;

Those baskets need to be fixed and installed on Wilmont. Wilmont is currently missing baskets #7 and #13.

I think this is correct: The baskets that were on Wilmont #7 & #13 are part of the set that is currently installed at The LINKS. Stephen & I tried repairing the two baskets in the storage shed when we pulled the baskets for The LINKS relocation, but the acetylene in Stephen's tank wasn't up to the task. So they still need fixed.

Also, the sleeve on #7 is too small for the bent baskets in storage and will need to be replaced.

Originally Posted by bettercounsel

New Business:
(3) Sponsorships, $50 for SWMini accepted by Eric J., HFDS logo now on SW Mini webpage;

Thanks!

[bettercounsel]

At the November 2, 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 8 people were in attendance, Mr. Ed proceeded with the meeting.

Agenda: (1) Regular Monthly Meeting

Old Business: (1) Kingwood Privatizing - will likely be a pass process to have permission to park, issue is Kingwood having enough parking for the boat ramp use, not an Oak Meadow issue. Kingwood Home Owners Association working on it.
(2) HFDS Non-profit/Incorporation - need tax advice, maybe Jeff. T. could volunteer (a) Benefits, (b) Tax Status, (c) costs vs. loss in revenue from not being able to charge non-membership fees for leagues and events; (d) need more information to conduct cost benefit analysis.
(3) Houston Flying Disc Championships - maybe Sept.or Oct. of '11, a specific meeting on this topic will be immediately after the December '10 HFDS meeting.
(4) Membership Cards - Mr. Ed to follow-up with Andi Y., have front design for production of prototype (*since meeting Andi has provided layout for back of cards).
(5) Reforestation Project - Larry K. advises needs more analysis, discussions of possible involvement by other organizations like Treesforhouston.org and Red Birds. Derek L. advises he will make inquiry regarding these groups.
(6) Mozola A. B & C - on hold until the hike and bike trails and the re-grading is finished by Parks & Rec. and Buffalo Bayou Partnership.
(7) Moffitt Concrete Tee-Boxes - (a) Since Parks & Rec. advises poured hot asphalt boxes may be available for Moffitt like Mac Gregor, need to determine if Mac Gregor Boxes are finished before deciding whether to raise funds for concrete for Moffitt. Derek L. to make inquiry with Houston Parks & Rec.; (b) discussions of possible fundraising - dedicate Moffitt Show to concrete for Moffitt; dedicate a portion of league revenue to Moffitt; Birdshot willing to run event fundraiser; sale of merchandise perhaps on-line or through silent auction.
(8) Status of MacGregor Tee-boxes - are they finished yet?, #10 wood form on front of box fallen off, asphalt pebbles on top cause slippage for longer run-up players, #11 seems to face wrong direction. Derek L. will make inquiry and advise. In addition, easier for Parks & Rec. to make improvements once boxes are installed, for example safety reasons, if necessary.
(9) Disposition of Two Baskets in Storage - repaired and are back in ground at Wilmont.
(10) Inventory of Equipment - where are short poles for HFDS baskets?, will check with Neil as he has been managing the HFDS baskets.
(11) Meeting with HPARD & BBP by Derek L. - thanks to Derek L. for going to the BBP public meeting and speaking on disc golf at the meeting on a Thursday after work and thanks for taking of work on a Friday afternoon to meet with Parks & Rec. and Buffalo Bayou Partnership (BBP) to coordinate tree-plantings at Mozola course. 5 Volunteers for HFDS went to tree-plantings at Mozola showing a presence.

New Business: (1) Financial Report - DGC coupon issue about coupon use required by DGC all at one time, appears some may have been some concerns by DGC, will ask DGC to come to a meeting to discuss.
(2) Membership report - Larry K. previously resigned as membership director and none the less provide one more final membership report, approx 78 active, 821 total memberships issued. Need new membership director. Inquiry made with Patrick, he will think about it and advise.
(3) Promotions report - (a) Discussions of drawbacks of mass email, including email rejections, should we email to members only or all for whom we have an email address? Larry K.'s company does this sort of thing, he can likely get a low cost option approx $100 per year allows email conversions to text messages and voice messages. Also discussions about yahoo newsgroup option. Larry K. to get a specific on cost for his company. Patrick B. and ERic J. to get additional information on yahoo newsgroup to allow comparisons; (b) promotions efforts needs to be clear about what HFDS offers (i) membership cards and discounts based upon at Rick's Darts and Games and SV Pro Shop, and (ii) good efforts by club to improve disc golf scene; (c) Birdshot offers to allow use of their Pay-Pal account internet portal to allow HFDS members to sign up through HFDS website, tabled until next meeting to contemplate and likely approve next meeting as this makes sign-ups for membership easier; (d) if moving toward 501c(3) or 501c(4) status will need to provide immediate feel-good benefit like Waterloo Club, such as free disc or some other merchandise like a customized bag-tag and perhaps greater level of merchandise for 5 year memberships, like special dyes or stamps.
(4) Telge Workdays - volunteers for Saturday Nov. 6th, Telge will be a very special course, will need to organize volunteer efforts and also funds will need to be raised for baskets.
(5) Homegrown Course Designers - discussions of HFDS role, primarily one of guidance to prevent unsafe of poorly designed courses from being installed, discussions of non-compete/non-disclosure agreements for HFDS consultants, decided too large a burden to ask volunteers consultants. For the specific course proposal at hand, which will be called Project Aviar, a Course Design Committee was formed of Tiffany B., Patrick B., Scott H. and Derek L. to review and advise on Project Aviar, has power to give an HFDS endorsement on this specific project, Richard F. to be tie-vote, if necessary. All 5 members of committee agree to no conflict of interests, now have no active projects for which they have any financial interest, if a conflict of interest arises will resign from the committee as soon as conflict arises.

[Miller]

Originally Posted by bettercounsel

(4) Telge Workdays - volunteers for Saturday Nov. 6th, Telge will be a very special course, will need to organize volunteer efforts and also funds will need to be raised for baskets.

Who do we talk to about this?

[mattman]

Telge has lots of potential, should be nice. Unfortunately I will be in London by the time it is complete.

[ERicJ]

Corrections in red below.

Originally Posted by bettercounsel

New Business:
(3) Promotions report - (a) Discussions of drawbacks of mass email, including email rejections, should we email to members only or all for whom we have an email address? Larry K.'s company does this sort of thing, he can likely get a low cost option approx $100 per year allows email conversions to text messages and voice messages. Also discussions about yahoo groups (http://groups.yahoo.com/) option. Larry K. to get a specific on cost for his company. Patrick B. and ERic J. to get additional information on yahoo groups to allow comparisons;

The HoustonFDS group has been created:
http://sports.groups.yahoo.com/group/houstonfds/

If a couple people want to sign up we can test it out.

[mr.ed]

Meeting comming up next Tuesday --- I need your agenda items by next Sunday night.

[bettercounsel]

At the December 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 20 people were in attendance, Mr. Ed proceeded with the meeting.

Agenda: (1) Regular Monthly Meeting

Old Business: (1) HFDS Non-profit/Incorporation - Lots of additional funding and sponsorships of club for projects we all want to do if HFDS became a truly 501(c)(3) charity Neal D. advised contacting his CPA Kathy M. to get advice and see about her coming to club meeting to give a presentation. (McFarlane) will do set up of corp. and research for free and charge $40 per hour thereafter for tax advice/to do any necessary return. Richard F. to follow-up with Neal D. to contact Kathy M. Hopefully once we know what Kathy M. knows about how to run it, it may not even need much tax advice at tax time. Club income $4k-$6k per year and may not even have to file a return. Need more info., still. Document retention policy and use of Yahoo group to save them.
(2) Meeting with HPARD & BBP by Derek L. and Mozola A, B & C - still on hold until the hike and bike trails and the re-grading is finished by Parks & Rec. and Buffalo Bayou Partnership.
(3) Moffitt Concrete Tee-Boxes - (a) curing has improved boxes; (b) discussions of whether to fund. Andi Y. explains the pros for Concrete at Moffitt over MacGregor style Asphalt, (i) concrete better than Asphalt; (ii) more control by those that pay through Houston Parks Board, (HFDS and its sponsors, (iii) these kind of Asphalt Tee-Boxes by city are a Disc Golf experiment (meaning novel use of materials) that may require routine maintenance (b) City intends to put asphalt at Moffitt like MacG will tee box location integrity be maintained and club will have to be more active, and do better at guidance of such efforts if able and if not that should be weighed that process out of HFDS and disc golf community control. Derek L. explains the pros for Asphalt position, zero cost, no responsibility by HFDS to support maintenance of the Asphalt (c) When deterioration of Asphalt occurs we can revisit discussion of concrete at Moffitt and maybe at MacG, wait and see after more time for curing process.
(4) Membership Cards - Completed. Mr. Ed produced protoypes distributed. Andi L. will produce 3 week temps to give to LDs to issue on the spot and then the full year card will be made by Mr. Ed and mailed to the club members.
(5) Homegrown Course Designers - Project Aviar still in the works.
(6) Membership report - Patrick B. declines position as membership director. Derek L. interested but wants to get with Larry K. to determine the burden before agreeing to be membership director, will confer with Larry K. and advise at next months meeting.
(7) Promotions Report - Yahoo mail group set up but only 4 people signed up. Andi Y. and League Directors will send out email on email blast list to encourage people to sign up for emails from Yahoo Group. Larry offers to pay first year of the pay-email-txt-voicemail group. Now possible to text message that event, league or mini was canceled. By acclamation the club will do both Yahoo and Larry's company's. Membership cards hinge pin for membership drive*,

(*after the meeting Richard F. and Patrick B. agreed Ice Bowl as good time for membership drive and perhaps having an up to $250 in Merchandise Raffle (if 20 people sign-up with sliding scale as numbers of sign-ups decrease for those signing up for membership at Ice Bowl depending on number of people present for membership sign-up that day.)

New Business: (1) Authentication of Club Charter - Richard F. raised issue of what exactly is current club Charter. After old message board crash, Larry K. brought forth a copy of original charter. Larry asserts is charter. Richard F. advised he saw a charter on old website that said amended in 2004 and talked about proxy votes. Andi Y. and Larry K. to research their files and advise. Richard F. advised that if we go 501(c) need to have originating document (Charter) signed and dated by members, need a signed Charter.
(2) T. C. Jester Adopt A Park - January 8th with rain date January 29th. Richard F. will advise Dennis W. for promotional purposes. Richard F. will get equipment from Keep Houston Beautiful including table, EZ-Up, 30 extra large trash bags and 40 gloves. Neal D. Patrick B. and Tiffany B. will be hospitality committee for event. Club authorized them to spend up to $100, even though $50 is likely enough for water, juice, and granola bars, etc.
(3) Sponsorship for Tee Boxes at Jack Brooks for Texas States and Texas States at Jack Brooks - Jake W. advised that letter from Richard F. helped in co-sponsorship from localities. Club votes to ratify Richard F.'s actions of promising loan of $1,000 by HFDS to Jake W. for States until PDGA money comes in, then likely club will sponsor $500. Marriott and Hampton across from dog park charging reduced rates for hotel for Texas States attendees approx $69 per night. Will be weekly updates in Texas States news group after January 1st. Will be workdays Tuesday and Wed. after Christmas. Discussions of support by Birdshot and Scott H. in fundraising. Conrad J. cannot be there Saturday of Texas States, might be available Sunday for payout. Will need to coordinate paying of expenses on the Saturday with Jake W. in advance.
(4) U. S Masters - Steve D. not need sponsorship for payout as Innova providing funds. Will be meal Saturday Night. need to raise funds for the Saturday night meal. Need banner tape for fairways. Club votes to sponsor $500 ($495 from Moffit Show funds) for 20 bags of rye grass to green the fairways and in exchange Steve D. will waive green fees for HFDS to run a tourney at Shawshank this year. Larry K. volunteers to run the event. Also, Steve D. will provide his workshop too allow a visiting crew to fabricate benches for Jack Brooks in time for Texas States, and Steve D. will provide transportation of benches to Jack Brooks. Steve McFarlane will be managing shuttle of players to/from parking lot, (4 limo carts 6 passengers each).
(5) Bryan Bury wants to use HFDS Logo - Discussions of purpose and possible license and or merchandise agreement. Andi Y., Neal D. and Patrick B. appointed and approved by vote for Graphics Guideline Approval Committee for this purpose to work out details with Bryan B.
(6) Ice Bowl - February 5th.
(7) DGC Merchandise Agreement - DGC still wants to be vendor. If players want to carry over credit on league awards, DGC will issue new card at time of carry over.
(8) Moffitt Show - March 12th.
(9) PDGA Board Phone Conference Calls/Changing HFDS Club Meeting Date for Nez - Neal D. says value of Nez attending meeting as PDGA director immeasureable, proposes moving club meeting date to 2nd Tuesday of the Month so Nez can attend meetings. Club voted to use Vbulletin Message board poll on the issue in 14 days and open until end of year and then have the Club Officers confer/vote also (Bi-cameral voting/approval process with poll like house of representatives/popular vote and club officers like senate/electors due to issue of determining the identity of the persons) Richard F. to get with ERic and others to work out the poll language.
(10) Army Trail Workdays- Please volunteer your efforts at Telgue every Saturday and/or Sunday until further notice anytime between 10 am until dusk. Even 1-2 hours at a time is helpful after your Saturday and Sunday minis. Winter is the time to get this kind of stuff done! No need to call or check, just show up at any time between 10 am and dusk. Andi Y. to make a post on the message board under Whazzup! forum.

[mattman]

great news, keep up the good work.