OHEAA Board Meeting Minutes - 1/26/2025
Board Members: Michael Swanson, Susie Dutcher, Billy Grady, Erin Gerlt, Craig Wilson, James McKay
Present: Susie Dutcher, Billy Grady, Erin Gerlt, Craig Wilson, James McKay
Opened with prayer
Athletic Director Report
N/A
Treasury Report
Upcoming expenses include tournament fees, banquet costs, coaching stipends, and remaining gym rentals.
Player and uniform fees are mostly collected; the Treasurer continues to follow up on outstanding balances.
Donations/sponsorships total $8,070, including a significant corporate contribution.
Scholarship funds: $1,927 spent to date, with limited funds remaining. Approved an additional scholarship.
Secretary Report
N/A
New Business
Coach Stipend for Nationals - Approved at $1,000 per coaching family unit. Erin will notify each coach
Hardship/Transfer policy - We agree that the hardship/transfer policy and growth/capacity planning need more thorough discussion and coach feedback. We plan on focusing on this at our February meeting.
Documented Concerns – We reviewed our documented concerns, and these are kept in a file on our Google Drive
Replacement Board members – Discussion regarding the transition of board members and the need to fill vacant spots. Vacant spots include Secretary and at Large board member. Discussion tabled to a later date when all board members are present.
Spirit wear for Nationals - Consensus: keep it simple with one Nationals shirt design (adult sizes preferred; minimize options to meet minimums). Craig is willing to manage store/logistics once the design is selected; preference to use Sunday Cool again.
Closing the Gym – The board agreed to have a board member present after every home game to help prevent issues and improve closing compliance. Remaining home game closing coverage:
Jan 29 (junior high home): James can attend/assist with cleanup; gym not locked due to later practices.
Feb 6 (Senior Night): Craig closes the home gym; Erin closes Destiny gym.
Feb 10 – open
Feb 21 (Wichita day): Erin leads; Craig to help.
Feb 17: assign to Michael (to be confirmed).
We need to communicate to our families that if volunteer spots can’t be filled, we will need to cancel games.
End-of-Year Banquet – Ashley McKay is helping with the banquet. Possible venue options are Saint Teresa, Graceway, Memorial Road (Edmond), and First Southern. Billy will contact First Southern to check on cost/availability.
Goal: keep family cost low (last year: $10/person; board contributed ~$2,000). We will discuss further once Billy hears from First Southern and we have catering options.
Practice at First Southern – Billy will contact First Southern about availability and cost for next season’s practices.
Weather Cancellation – Coaches can hold practice at their discretion but notify families that it is not mandatory.
