Wins since June 22
Lead with these — morale matters. The board did good work.
Urgent — time-sensitive items
These need a decision or status update TONIGHT — deadlines are close.
Sadler/AYF insurance renewal — Tylor
The 2026-27 policy must be renewed and paid before July 30 (Tylor confirmed "it's due the 30th" at 6/22). Without active coverage there is no fall season. Action: Tylor confirms status and self-issues a current COI from the Sadler portal (secure.insappserver.com/ayf, App ID 355644). The 2023 COI on file is expired.
D&O insurance quote — Sadler email
Topher drafted a Sadler email at 6/22 asking about Directors & Officers coverage. Status: was this sent? What did they say? D&O protects board members personally — worth knowing the cost before the transition to new leadership in January.
Parent meeting follow-up (July 11)
Kali + Natasha ran the parent meeting Friday/Saturday July 11. Quick report: How many families attended? Any questions or concerns from parents? Any registration updates since 6/22?
FY2026 budget-building — Kevin + Topher/Aria
Kevin committed at 6/22 to send all FY2026 bank statements so Aria can build the FY2027 budget. Have they been sent? Aria is ready to build the moment they arrive. This budget is the foundation for next year's grant applications and financial policies.
Carry-forward from June 22
These items were on the June 22 agenda but didn't get airtime. Most need a motion or vote tonight.
Bylaws reconciliation — Jeff Dittmer engagement
Two conflicting bylaws on file. Filed JPYFC bylaws (real, bundled with Articles) define 8 seats with NO VP. Generic `bylaws_jrpacerfootball.docx` defines a different structure. The VP-to-Pres pathway TJ took at 6/22 is ambiguous until the filed bylaws are corrected. TJ takes office January 2027 — this must be resolved first. Additional gaps: Sergeant at Arms (2 seats in bylaws vs. 1 in practice), Trustees (Matt Rose/Paul Mercer not in filed bylaws), VP seat newly open. Recommended motion: approve Jeff Dittmer (DWS Law) to reconcile bylaws and Articles (~$500 flat review, already engaged in March, paused). Package: two bylaws docs + Ohio SOS Articles + this gap list.
Statutory agent — update off Mark Radabaugh
The Ohio SOS statutory agent AND the IRS address of record are still at Mark Radabaugh's house (278 Tar Heel Dr). Mark has stepped away. Official mail and legal service of process goes to a former board member's home. Needs a motion to update the SOS filing to a current board member's address. Cost: Ohio SOS amendment filing fee (typically $25).
Ohio AG charitable registration (Charter #4903003)
The Ohio AG put the org on notice in August 2022 to register with the Charitable Law Section. No evidence that registration or annual financial reports have been filed. Ongoing solicitation without registration is a compliance gap. Action: check Charitable.OhioAGO.gov for Charter #4903003 status. If behind, engage Dittmer to cure during the same bylaws review.
Trademark — protect "Jr Pacers" name
Joe Jenkins raised at 6/22 that someone could start a rival "Jr Pacers" program. Delaware OH does not have an exclusive on the name. Research item for Aria: basic USPTO search + Ohio trade name search. If a rival org uses "Jr Pacers," the 501(c)(3) history + common law use likely prevails, but a federal trademark (~$250-350 per class, USPTO) is clean protection. Discussion: is the board ready to spend $350 to protect the name?
Aria-drafted policies — CoI, SafeSport, document retention
At 6/22 these were held for a dedicated agenda window that never came. First reading tonight: (1) Code of Conduct + conflict-of-interest policy, (2) SafeSport compliance (Sadler's coverage includes Abuse/Molestation $1M — completing the SafeSport program is a discounted/required step), (3) document retention policy. Aria has drafts in memory/drawers/jr-pacers/policies-draft.md. Motion: approve in principle + delegate adoption to a small committee (Kevin, TJ, Natasha) before the season.
New business
Registration cap / waitlist policy
3rd/4th grade was at 31+ registrations as of 6/22 and approaching cap territory. No formal cap number was set. Tonight: decide the cap (e.g., 38 per age group?), approve the waitlist communication language Brittaney proposed ("sign up → pending → waitlisted message"), and designate who manages the waitlist. This needs to be set BEFORE conditioning week (July 20).
Hailey Henize — payment plan / sponsorship inquiry
Routed to Topher via TJ Gossett. A family is asking about a payment plan or scholarship. Topher has a paste-ready reply staged with Aria's help. The sponsor-scholarship email ([email protected]) is now the official intake point. Action: Topher sends the reply (Tier-3 board comms — Topher's send). Board awareness: is the board comfortable with the payment-plan framework Aria drafted?
FRL checkbox — TeamLinkt update (Topher)
Board approved the Free/Reduced Lunch checkbox at 6/22. Was it added to the fall registration form in TeamLinkt? This is the single biggest grant-pool unlock — opens Players Health, DICK'S, Good Sports, and doubles the addressable grant pool for the 2027 cycle. If not done: Topher + Aria handle within 48h of this meeting.
CPR/AED action items (Paul Mercer)
Paul committed at 6/22 to send the coach-CPR training requirements list "this weekend" (~6/28). Has this been distributed? Any coaches completed training? Tylor raised the right point: a trained EMT/trainer on the field is better than waiting for someone to run to the concession stand AED. Worth a brief: is there a local EMT/trainer who would volunteer for games?
Spaghetti Dinner 2026 — kickoff
Kevin alluded to planning at 6/22. Annual fundraiser in October at Dempsey Middle School. Who owns planning this year? Natasha stepping down — does she hand off event management? Key items to nail down now: date, venue confirmation, Yeti raffle logistics, ticket sales channel. Aria can build the planning tracker.
Alyssa Smith refund — status
TJ messaged Topher 7/7 ('Thanks Chris!!') after the TeamLinkt refund thread. Is this fully resolved? If yes, close the loop. If not, Topher + Aria finalize and document for the financial record.
Upcoming dates
Expected attendees (12)
Quorum = 6. All 12 board members expected.