Meeting Minutes

[pooleje]

J-Town Disc Golf Club Meeting #15
01/09/12
McDonald’s (Jefferson & 55)

Meeting called to order 5:00 PM

Members in attendance:
Ray Hill
Frank Grimes
Jason Poole
Dean Bingham
Dave Kociuba
Thor Batchelor
Gary Lewis

1)  Financials (see attached)

2)  Club Challenge
•   J-Town members donated their winnings to the club

3)  2012 Bag Tags
•   #20 and above were sold previous to playing for the distribution of #1-#19 on a set date.  Distribution of 2013 Bag Tags will be the same format.

4)  Clothing
•   J-Town apparel is available for sale.
•   As a “Thank You” for volunteering their time, J-Town board members will be able to buy apparel/merchandise at cost, for personal use only.
•   As a gift for producing the J-Town logo, Mike Kursell will receive 1 screen print item and 1 embroidered item.

5)  Ice Bowl
•   J-Town received a box of minis, discs, and stickers for its finish in the 2011 Ice Bowl.  As a nice gesture to the 2012 members, they will receive a J-Town mini until supplies are gone (approx. 99).  The discs planned to be auctioned at the 2012 J-Town Ice Bowl.
•   Coffee, hot chocolate, and food provided by the Morning Star Mission.
•   Registration Day-of Fee $5.
•   If a player does not bring 2 canned food items/2 non-perishable food items they will be charged a $5 fee.
•   All extra fees are donated to the Morning Star Mission.
•   Dean Bingham will contact Herald-News when flyer is complete.

Meeting adjourned 6:40

[pooleje]

J‐Town Disc Golf Club Meeting #16
03/12/12
McDonald’s (Jefferson & 55)
Meeting called to order 5:00 PM
Members in attendance:
Ray Hill
Frank Grimes
Jason Poole
Dean Bingham
Dave Kociuba

1) Financials (see attached)

2) Ice Bowl (recap)
*  $8382 and over 1000 lbs. of food was raised for the Morning Star Mission.

3) Discontinuum Club Challenge
*  Captain: Dean and Dave

4) Handicap Singles League
*  Opening Day 04/10/12, West Park
*  J‐Town will be sanctioning leagues with the PDGA on a trial basis. The
sanctioning fee is $25 for 10 weeks paid by the club. There needs to
be a minimum of 5 players to sanction each week. $1 will be added to
the entry fee if a player decides to play under the sanctioned status. It
is optional, each week, to play sanctioned or non‐sanctioned. Dean
Bingham will be the TD/Official. Jason Poole will be the Assistant TD.

5) J‐Town Invitational
*  05/27/12, “Ropes Course” at The Oaks in Mokena. April is the
deadline for final details. Lockport will be the alternate location if
needed.

6) Club Name on Tournaments
*  Woman’s Global Tournament: Ray Hill, TD. Approved for association
with J‐Town Disc Golf Club.*  Mokena Tournament: “Ropes Course,” USDGC qualifier “performance”
edition. Approved for association with J‐Town Disc Golf Club.

7) Elections
*  Nominations 03/12/12‐04/12/12, Elections 04/13/12‐05/14/12,
Take office on 6/1/12.
*  Nominations:
President: Ray Hill (A)
Vice President: Frank Grimes (?), Jesse Saenz (?)
Treasurer: Jason Poole (A)
Secretary: Dean Bingham (A)
Member Advocate: Dave Kociuba (A)

Meeting adjourned 6:30

[pooleje]

J‐Town Disc Golf Club Meeting #17
5/14/12
Channahon Community Park
Meeting called to order 5:30 PM

Members in attendance:
Ray Hill
Frank Grimes
Jason Poole

1) Financials (see attached)
2) Discontinuum Club Challenge (Recap)
•   Jtown was very proud in the fact that we brought the most participants and had to (arguably) travel the farthest. 
•   Thanks Discontinuum for running this year after year.
3) Handicap Singles League
•   From the numbers it appears that Sanctioned singles is a hit.  Very few people decline the $1 fee for a PDGA rated round.
•   Board voted to extend the Sanctioning and will do two additional sessions
•   The season will be divided to meet PDGA requirements (6-10 weeks)
4) J-Town Invitational
•   May 28th
•   20 hole Mokena Ropes course
•   Frank will ask Tom McManus to barrow 2 baskets and 3 fly pads for the temp holes.
•   Frank Grimes, Jason Poole will run the Event
5) Election Results
•   All positions were unopposed, no voting was needed
6) Discount for children's memberships.
•   $5 membership fee for children memberships (16 years of age or younger).
•   All club perks.
•   Vote passed 3-0
7) Open Q&A
•   Frank Grimes would like to look into purchasing hats and using the club logo. Permission was given and he will report back his findings
•   Vote to purchase tournament supplies (18,000 ft of rope, 3 reels, 10lb 60d Nails, 1000 J-Town marking flags, 500 whiskers) at a cost of $290.07 passes 3-0.
•   Vote to rent out club owned tournament supplies (rate TBD) passes 3-0.

[pooleje]

J-Town Disc Golf Club Meeting
7/9/12, Called to order 5:00 PM
Community Park, Channahon

Members in Attendance:
Ray Hill
Frank Grimes
Jason Poole
Dean Bingham

1)   Financials (see attached)
2)    Handicap Singles League
•   Looking into setting-up the “Ropes Course” at Mokena for leagues on 8/7/12
3)    J-Town Invitational Recap
•   Big thumbs-up to Jason Poole for the design of the “Ropes Course.”  There was a lot of help getting this ready…Thank You.
•   This tourney made the ratings update, as well.
4)    Hats
•   To be determined
5)    Open Q&A
•   Complete the circle benches on #13 at Highland before Illinois State Championships
Meeting adjourned, 5:40 PM.

[pooleje]

J-Town Disc Golf Club Meeting
09/10/12 5:00 PM-- Meeting #19

Members in attendance: Frank Grimes, Jason Poole, Dean Bingham, and Ray Hill

1) Financials (Please see attached)
•   About halfway back to paying off the original investment in clothing
•   Sanctioning Singles been a successful financial decision
•   Dean Bingham will do an inventory of the clothing to update sales sheets

2) Ice Bowl
    a) Last year’s results, prize
•   We came in 3rd for money raised and won 50 Supercolor Discraft Discs.
•   Jason will work the logo for full color discs and place the order

    b) 2013
•   Tentative date of 2/9/13
•   Frank Grimes actively seeks individuals to help with this upcoming Ice Bowl Donations

3) 2013 Bag Tags
    a) Order
•   Same logo as last season.
•   Jason Poole will place the order for 150 tags including a duplicate #1 tag.
 
    b) Distribution
•   We will start selling 2013 tags at the J-Town Fest on 10/20.
•   Tags 1-20 will be reserved for a playoff after Sunday doubles on 11/4 at Channahon.
 
4) Handicap League Awards
•   Dean Bingham and Jason Poole will look into Trophy/Plaque options.
•   The perpetual plaque is complete just need to add this years winner.
•   4 trophies/plaques were voted upon for the top 4 finishers

5) Course Projects
    a) Highland 13 recap
•   Looks great!!

    b) New projects
•   Hole 15 at Highland Park needs erosion control for the tee pad.  Frank Grimes wants to look into possible ways to slow this down and fix the problem.

6) Saturday Tags
•   Aaron Studer has expressed interest in running tags on Saturday’s.  He will be set up with league supplies.
•   Huge Thank you from the board for taking on this task and keeping the Tags going into the winter.

7) Hats
•   After talking this out we are going to look into patches.
•   They can hopefully be used for Hats and members to display on their golf bags

8 ) Rental Fees Club Supplies
•   In an effort to maintain the current club owned tournament supplies the board has voted to have certain rental fees for items.
•   The J-Town board does not have the intention of making a profit from this, just being mindful of the future of the club items and the fact that they will need replacing and updating as time goes on.  The intention of these rental fees is just that. 
•   By setting the rental fee of a per person standard we hope to keep it as fair as possible for TDs.  This way the fee will reflect the number of players that benefited and not penalize TDs who do not get a good turnout.
•   This program will be watched and monitored to deem successful or not. 
•   Must be a current club member to rent supplies.
•   A rental contract will be signed by the TD before taking any supplies.  The signing party will be responsible for returning the supplies borrowed in a similar fashion to what they are received or will be responsible for the replacement fee.
•   All supplies must be returned within a week of the event with the fee due upon return.  A shorter time frame may be necessary if supplies will be needed at another event and will be disclosed prior to borrowing.
•   See attached pricing.

[pooleje]

J-Town Disc Golf Club Meeting
11/12/12 – Meeting #20
McDonald’s on Jefferson and 55

Members in Attendance:
Ray Hill
Frank Grimes
Jason Poole
Dean Bingham

Meeting called to order, 5:05 PM

1)  Financials (see attached)

2) Ice Bowl
a) Award from 2012
•   50 CFR discs
•   Motion to sell at $20 each.  Vote 4-0, Motion Passes.
•   Motion to allocate 80% of the proceeds to the Ice Bowl Charity (currently The Morning Star Mission) and 20% to the J-Town Disc Golf Club Charity Fund. Vote 4-0, Motion Passes.
b) 2013
•   2/9/13 @ Community Park, Channahon, IL.
•   Jason Poole will be TD with Ray Hill as Assistant TD.

3)  2013 Bag Tag Distribution
•   The first attempt yielded only a few players.  It could have been publicized a little more, so we will make another attempt after leagues on 11/18/12 to distribute numbers 4-20.

4)  Club Tournament Supply Rental
•   Motion to remove fee.  Vote 1-2, 1 Abstain.  Motion Fails.

5) Handicap League Awards
•   Awarded Top 5, Trophies for Top 4, Perpetual was engraved.
•   Remaining $5 from Prize/Party Fund will carry-over to next year.
•   $99 was donated to the J-Town Fest

6)  Patches
•   Ordering 300.
•   Retail price for the J-Town Disc Golf Club Patches will be set at $2

7)  Member Reward System
•   Motion to setup and use a J-Town Member Reward Program.  Vote 4-0 for Reward Program, Motion Passes
•   12/1/12 rough draft to be submitted.
•   Finalize Points/Rewards Program and begin using it on 1/1/13.

8 )  Open Q & A
•   Saturday Bag Tag Challenge, CTP 50/50:  Motion to donate funds risen up until the 2/9/13 Ice Bowl to the 2013 J-Town Disc Golf Club Ice Bowl Charity (Morning Star Mission).  Vote 3-1, Motion Passes.

Meeting adjourned, 8:06 PM

[pooleje]

J-Town Disc Golf Club Meeting  #21
01/14/13
McDonald’s (Jefferson & 55)

Meeting called to order 5:00 PM

Members in attendance:
Ryan Fancher
Rob Gibson
Frank Grimes
Ray Hill
Dave Kociuba
Gary Lewis
Jason Poole
Kevin Schramm
Aaron Studer

1)   Financials (See Attached)

2)   Patches
•   500 ordered
•   2 ½ “
•   Retail for $2

3)   IL Disc Golf Hall of Fame
•   Ray asked for a club project to open a IL HOF in the area
•   Ray will report back with more details.

4)   Tournament J-Town Logo use
a.   Ropes at the Oaks
•   Approved
b.   Il State Championships
•   Approved
c.   Channahon Classic
•   Approved
d.   Birdie Bash
•   Approved

5)   Sanctioned Leagues
a.   Bag Tag Saturdays
•   Aaron/ Kevin stated that they are not interested in having bag tags sanctioned at this time.
•   We will revisit this topic at the March meeting.
b.   Handicap Tuesdays
•   Will be sanctioned.
•   Jason will do website and PDGA reporting.
•   Rob Gibson will run the league with the assistance of Frank Grimes.

6)   Club Invitational
•   Memorial Day 5/27/13
•   Jason Poole will TD with Aaron Studer as Assistant TD
•   Trinity Links in Lockport
•   Will be discussing the date of future invitationals at an upcoming meeting to try and avoid a conflict with the team tournament at Sandy Point.

7)   Member Rewards System
•   Add requirement that points are only to be awarded for work in the J-Town Disc Golf Club area.
•   Point system approved as listed in the program documentation (available on jtowndiscgolf.com under the Member Reward System heading).
•   Jason will be tracking the points.

8 )   2013 Ice Bowl
•   Community Park in Channahon
•   2/9/13
•   PDGA Sanctioning/Insurance forms filed.
•   PDGA Endowment Program paperwork completed.
•   Online Pre-Registration has been set up.
•   Gary Lewis will be providing merchandise.
•   Ryan Fancher will be doing sponsor signs.
•   Ryan will be creating player pack stickers (funding provided by Frank and Ray)
•   Frank is actively seeking fund raiser helpers, donations, and general volunteers for day of help.
•   Morning Star Mission will be the charitable beneficiary.

9)   Open Q&A
•   Kevin presented the board with a great opportunity to attend a Chamber of Minooka event and do a disc golf demo/ booth help.
o   Ray and Frank offered to assist
o   2/16/13
•   Kevin also presented the board with another event taking place sometime in June that would involve Ball Golf and Disc Golf.  More details coming as the event takes shape.
•   Community Park in Channahon

Meeting Adjourned

[pooleje]

J-Town Disc Golf Club Meeting 22
03/11/13 5:00 PM
McDonalds- 4280 W Jefferson St, Joliet, IL  60431

Meeting called to order at 5:00

Members in attendance:
Ryan Fancher
Rob Gibson
Mason Gibson (Bday boy!)
Aaron Studer
Jason Poole
Frank Grimes
Ray Hill

1) Financials (see attached)

2) IL Hall of Fame
•   No reply to emails from Ray Hill inquiring about requirements and information to move forward.  Ray will report back when more information is made available.  We will revisit this item at the May meeting.

3) Ice Bowl (recap)
•   Frank Grimes is reporting $9332 in cash and 225 pounds of food donated to the Morning Star Mission.  Once again outdoing the previous year.  We couldn’t be more proud of all his efforts. 
•   Things to improve on: setting out the tee signs, possibly the night before may help with logistics of a long walk in the AM. 
•   Things to improve on: Registration.  The idea to make more of an assembly line registration may improve the flow, wait times, and over all organization of the whole process.  (Stations for food collection, PDGA verification, entry fee, ace/ctp fund)

4) Discontinuum Club Challenge
•   Saturday the 16th at Mokena
•   Blue Tees
•   Sell J-Town merchandise and memberships
•   Jobs were assigned for Club Challenge
     o   Merchandise: Aaron
     o   Tag sorting and registration: Frank and Jason
     o   New Membership signups: Rob and Ray
•   Club will meet by the baseball fields for a mock Tourney Central

5) Handicap Singles League
•   Season begins 4/2/13
•   Broken up into 3 seasons for PDGA reporting purposes with Months as a designators (April/May, June/July, August/September)
•   Same entry fees and optional fees as previous season
•   Fliers will be made and displayed around local courses as well as neighboring out of town courses and disc golf related shops.

6) Bag Tags
•   Aaron Studer continues to see improvement in participation
•   Overall consensus from the players was to not Sanction Saturday Tags
•   Aaron will maintain Saturday tags throughout the near future.  No end date was decided but overall feedback was positive to offer this service.  Thanks Aaron for stepping up to run this.

7) Course Projects
•   Frank Grimes would like to build a retaining wall to help with the erosion behind hole 15s short tee at Highland.
•   The runoff from rain is causing the tee to be covered in mud and Frank would like to stop it before it gets too bad. 
•   Franks will have a bid put together and approved by the board before moving forward. 

8.) Election
  a) Deadlines
•   3/1/13- 4/11/13 Nomination Period
•   4/12/13-5/13/13 Voting Period
•   Ballets to be counted and made official at the 5/13/13 board meeting
  b) Nominations
•   Jason Poole Nominates Frank Grimes for Vice President
•   Ryan Fancher Nominates Dean Bingham for Secretary
•   Aaron Studer Nominates Ray Hill for President
•   Jason Poole Nominates Jesse Saenz for Vice President
•   Rob Gibson Nominates Aaron Studer for Member Advocate,  he accepts
•   Ray Hill Nominates Jason Poole for Treasurer, he accepts

9) Open Q&A
•   Rob Gibson is appointed a staff position in Public Relations and will take over the social networking on behalf of the club.  He will administer the Facebook page and use that platform to write up J-Town Disc Golf Club Member related stories and events.  Jason Poole will get the appropriate rights set up.
•   Jason Poole with set up an events page on jtowndiscgolf.com for J-Town Bag Tags to post schedules and results.  He will also modify the reporting spreadsheet to work with the new events page and give Aaron Studer the appropriate rights to manage the page.