HARD BOD MONTHLY MEETING MINUTES
Tuesday, 1/23/24,
Location: Switchback Cafe inside of Whole Foods
Meeting is Called to order @ 5:39 pm
Facilitated and Recorded by Jenn O’Neill (CatastrO’Faery) , Secretary
In Attendance:
Alicia Formanack (Mini Fridge), President
Ashley Stump (Vivien Slaya), Vice President
Jenn O’Neill (CatastrO’Faery), Secretary
Hannah Prawzinsky, (Kid Radical), Treasurer
Dunya Cope (Smush), League Manager
Not-in-attendance: Corryn Smith (Toxic) Past President
Public: None
Agenda
Mission Statement Recited - Mini Fridge
- The HARD Mission : High Altitude Roller Derby is committed to sustaining roller derby in Flagstaff by fostering athleticism, empowerment, and sportsmanship among league members and the community while benefiting and enriching organizations through our charitable donations and service. Vision: Elevating Aptitude and Attitude at a Higher Altitude. Values: HARD is a group of strong, motivated individuals who train hard, respect teammates, and love roller derby. We are proud to represent the roller derby athletes of Flagstaff to the State of Arizona, the United States of America, and the World!
Approval of December 2023 Minutes
Motioned to Approve Minutes by: (Kid), Seconded by: (Smush) , All in favor: Unanimous Opposed : N/A
Call to the Public - Jenn O’Neill (Faery) - none
President’s Report - Alicia Formanack (Mini Fridge)
- Passing of Torch was successful.
- Email came in regarding Pop Up Roller Disco at the Americana Inn. We were contacted through the website, and Mini shared she would bring it to the BOD.
- Great opportunity for league public awareness/name recognition, selling merch, league fun, etc.
- Potential partnerships? BOD will consider schedules before committing, possible exhibition/scrimmage bout? Mini will report back with league interest and will maintain contact until the Events Coordinator position is filled.
- Transfer skater may be arriving - Mini was contacted via email, will verify skill level from previous ILL. Mini sent op docs and membership packet, ADs will reach out for an assessment.
- Contacted via email, someone interested in short-term exchange for practicing. From Vancouver.
- 6 league members went to FSS to give the check to the Executive Director. Pics and swag exchanged! Refer for posting on socials.
- TKO has submitted her resignation as A.D., will stay through assessment completion. AD positions will continue to report to the BOD, BOD positions will share supporting ADs as schedules allow among individuals.
Vice President’s Report - Ashley Stump (Vivian Slaya)
- Getting the charity recipient established for 2024. Vote for Tinkertopia was presented in Discord, but several people responded that they did not see the thread for nominations.
- Giving everyone another day to make recommendations for potential non-profit organizations and will hold another vote.
- Continuing to chase down remaining membership packets (four people still need to complete). FIRM DEADLINE deadline given of 1/23 and after TODAY people cannot practice until packets are complete.
- Meeting with Muff to go over attendance and other form tracking, working on turnover documents and processes.
- Supporting Faery in finalizing Committee assignments by February board meeting. Next Steering Committee is February 10, 2024.
Secretary’s Report - Jenn O’Neill (CatastrO’Faery)
- Continuing to work with Slaya on Secretary role transition.
- Sent out special election for two remaining committee head positions (SEC, BPO).
- Continuing to familiarize with Op Docs, Sec job duties, and other HARD Google drive docs and structure.
- Created an Executive Session folder to record discussions that are not included in the public meeting minutes. These regard discussions that are restricted by privacy, disciplinary, or other embargoed topics.
Treasurer’s Update - Hannah Prawzinsky (Kid Radical)
- Flagstaff Shelter Services donation check delivered 1/22/24
- Currently have 44 dues paying members. ($1320 / month), which is about double what our space rental costs. As of January 23, 2024 3 skaters have not paid January dues (due in December), 6 people have not paid February dues. Tracking for documenting future revenue shortfall.
- Kid will work with Toxic to remind people of Hardship support or other flexibilities on dues, late fees, etc. Will remind people to send official Leave of Absence requests when dues won’t be paid for a sustained period.
- Proposes having a conversation about the ability to buy out Volunteer hours. People can currently under op docs. Currently $10/hour. Has not resulted in a vacuum of volunteer work getting done. Will continue with this process.
- Kid in charge of bots. Proposed to send automated alerts in Discord for dues, volunteer hours etc.
Account Balances as of 1/23/24 Total: $25,571.77)
- League $15,062.56
- Starlets $1,531.11
- Supernovas: $300.25
- $8,677.85 60-month Certificate ends Feb 11th. Will go back to OneAZ and will re-deposit at the highest rate available.
- Kid went to OneAZ with Mo and Toxic, removed Mo and Ox, added Kid.
- No fundraisers scheduled presently.
- 2024 COI from WFTDA received and delivered to FUSD.
- Sending reminders to committee heads to prepare budgets. Will communicate to ALL committee heads to ask BOD for support for purchases, e.g. printing, prior to spending personal funds for reimbursement.
League Manager’s Report - Dunya Cope (Smush)
- Collaborating with other new BOD members to help communicate the hardship flexibilities to members.
- Will work with Faery to create a form for a special election recruiting new members of the culture committee.
- Need to update Feedback Form and will announce on Discord.
- Birthday spreadsheet - update, expand access, and add favorite treats and allergies for snacks! Share with the Media committee to do shout-outs on Socials. Slaya will assist.
- Murphy and OneD are taking lead on a Valentine’s Day event.
Board Recognized Members - Thank you for going above and beyond! - (The Whole BOD)
January SHOUTOUTS
- All volunteers for Assessments
- Swamp for bringing all the home-baked goods
- TKO and Pi for arranging and facilitating the assessments.
- Beaver is doing a ton of work for HQ4, FUSD constant contact and relationship building.
- Slaya for all of the incredible institutional knowledge and supporting others (especially Faery) coming into new BOD positions.
- Kid for finding Rabbit Sign to help finalize the Membership Packets!
Action Items
- Alicia Formanack, President
- Ashley Stump, Vice President
- Jenn O’Neill, Secretary
- Hannah Prawzinsky, Treasurer
- Dunya Cope, League Manager