December 16, 2009 BOD Minutes

Oregon Gymnastics Academy Board of Directors Meeting

December 16, 2009

  
Attendees:

Board Members	Bob Fisher, Greg Friedman, Leslie Ganz, Beth Gilstrap, Mike Harper, Helen Noonan-Harnsberger, Alexandra Mazziotti, Jeanne Mowry, Bill Mumford
Staff Directors	Lisa Havelind, Leonard Spivey
Absent	all present
Visiting Managers	Nadine Davies, John Sahlein, Maria Cheadle
Guests	none

 

Call to Order:  The meeting was called to order by President Leslie Ganz at 6:07 p.m. 

 

Approval of Minutes:  The minutes from the October 2009 were approved with one spelling correction noted.

 

Directors Report -- See presentation for additional details on Operations, Enrollment and Programs

 

Monthly, YTD Financials and Analysis -- Lisa Havelind

 

	October 2009	November 2009	YTD through November	Annual Budget Target
Net Operating Income	-5.3%	-3.7%	-1.8%	3.7%

The “Net Operating Income” percentage is calculated by dividing net operating income (revenue less expenses) by gross operating income.  It does not include bingo or fundraising revenue.

 

Operational Updates – Lisa Havelind

• Total income for November was $117,395 with expenses coming in at $121,678 resulting in a net operating loss of $4,282.
• Lisa indicated that payroll was high compared to budget but that the management team is closely monitoring income and expenses and plan to continue to do so in 2010.
• She is developing various financial targets, such as tuition-to-student ratios, that will be tracked.
• Please see Lisa’s Operations Report presentation for additional income and expense details for October and November.

 

Enrollment Figures – Leonard Spivey

Leonard shared that enrollment was 1109 in October and 1098 in November.

 

Programs Updates – Leonard Spivey

• General:  Banners recognizing the achievement of individuals on all teams are being worked on.  This project is being coordinated by the booster club presidents.
• Rhythmic Team:  The Rhythmic season has begun with the level 4-6 teams competing on December 13^th.
• Girls Team:  First girls’ team optional meet will be January 9^th when OGA hosts the “World Cup.”  The girls’ team move-up process is being revamped.  Athletes will be grouped by age group and will be evaluated by skills to determine competition level at the beginning of the season.
• Cheer Team:  Infinity Mini Team has been moved up to level 2 which means they can compete against higher level cheer teams.
• Boys Team:  The national Future Stars Championships (ages 10-12) took place November 14^th and 15^th in Colorado.  Carter Webb took 3rd and qualified for week at national training center this summer.  See presentation for results from other boys.  First competition will be January 9^th at the Washington Open.
• Recreational Cheer:  Century High School’s JV cheer team has started tumbling classes.  Students from Pendulum Dance Theater (aerial and circus school) will be starting dance and tumbling classes in January.  This will be a good partnership for OGA.
• Activities:  Birthday party reservations are up in December.
• All Stars:  OGA is starting a partnership with Aim High.  In this program designed for our All Star students, classes from OGA and Aim High will alternate each week. 
• Preschool:  Karissa is updating the lesson plan book and creating monthly themes for her program to make it more fun for the students. 

 

Comments:

• Alex requested an update on the floor space issues that were mentioned in the Operational plans from the managers.  Lisa and Leonard informed the board that the managers are working on this issue and are discussing needs.  For example, Nadine is working on a rotation schedule so that everyone moves at the same time.  Lisa reported that we are looking for all space opportunities.  She stated that the busiest time of day during the school year is from 3:00 to 7:00 p.m.  She, Leonard and the management team are making sure that if the classes/teams are growing that we have the space for them.  They are looking at both the physical space available (using a Vizio floor space diagram created by Eric Havelind) and the rotation schedule.
• Mike Harper mentioned that his wife had visited a gym with a public funded charter school on-site.  This might aid OGA and our upper level athletes in the future.

 

Bingo Update, BOD Bingo Representative Bob Fisher

• Bob has had further meetings with Chuck Richards of Sunset Bingo.  Chuck had informed Bob that November was rough.  Day before Thanksgiving was good.  Chuck indicated that looking forward, they are considering reducing payouts.  Chuck predicts better numbers through April/May.  Chuck did state that they have changed some programs. 
• Bob shared that Sunset Bingo was on probation for 6 months from the Department of Justice (DOJ) for only contributing 10% to it’s sponsors (DOJ guidelines require 12% at minimum).  DOJ gave some leniency due to economy.  To fulfill the petition to DOJ, did reduce headcount.
• Bob and Maria noted that the Wednesday game is profitable for OGA.  Monday morning games are not.
• Leslie Ganz requested further clarification around bingo financials.  We have lost money.  Where does the management responsibility lie?  Bill Mumford indicated that it lies with the OGA BOD.  Leslie mentioned that we are creating tracking reports for gym financials and that the BOD needs regular information for bingo.  She asked who should be creating this report.  Greg Jenema?  Bob agreed.  It was noted that Maria does get information from Greg because she has to do a quarterly report for DOJ.  With that, Greg gives her customer count, # of volunteers, etc.   
• It was noted that in the past, we haven’t looked at this closely at bingo because it has been profitable.  Given recent losses, and DOJ compliance concerns, we want to pay more attention.
• Leslie emphasized that:  (1) Transparency is important.  (2) Need standard reports that track bingo statistics.  Who is responsible for creating these reports?  Who will get back to that person to request this data for the next board meeting?  Important to be supportive because long term it will be profitable.
• Bob mentioned that Chuck is concerned with other issues with Sunset Bingo from City of Beaverton, Washington County, building owner, etc.
• Still, the board wants to understand the plans to get back in order.  What is the operational action plan?

 

ACTION/Bob:  Set up meeting with Sunset Bingo to determine how we can get the reports we want (regular stats and plans going forward) on a regular basis.

 

Workforce Plan, Lisa Havelind, BOD Secretary Beth Gilstrap

• Beth Gilstrap and Lisa presented the most current version of the workforce plan.  It was presented to the board as an FYI.  Results/information will be used to finalize the strategic plan (which will be presented in January).
• Helen Harnsberger noted that the information is a lot clearer than what was presented in August.
• Lisa stated that managers have not yet reviewed this.  The reason for sharing at this point is to show the current status.

 

2010 Budget Presentation, Lisa Havelind

• Lisa shared three 2010 budget scenarios.  The data used to create these budget options was taken from 2008 actual year-end financials, 2009 actuals and forecasted YE financials, and the manager’s operational plans.  Lisa informed the board that the budget preparation was a collaboration between the directors and managers and accounts for input from board members present at the November operations committee meeting.
• Three budget options were reviewed.  They included option A with 3% team tuition increase only effective January; option B with a 3% team/1.5% pre-school and recreational program tuition increase effective January; and option C with a 3% tuition increase for team in January and 3% tuition increase for preschool/rec in September.

 

• Lisa reminded the board that during the last budget cycle, OGA implemented a 1.5% tuition increase for all students while also dropping the activity fee for teams.  These were implemented in April 2009.  She noted that prior to 2009, OGA had implemented an 8% tuition increase.
• Lisa was asked whether we should increase fees for birthday parties or Parent’s Night Out (PNO)?  Lisa informed the board that we have increased those fees in the past but made the decision to keep prices flat for 2010.  Our prices are comparable to our competitors.
• Lisa stated that fundraising should be cause-based.  It can occur to raise funds for our scholarship program, for example.  Lisa shared that OGA will likely do an auction again. 
• Alex Mazziotti raised concerns about costs for the fundraising stressing that if we do it, we do it well.  She emphasized that this is a board role.  Lisa explained that expense associated with the auction would be to pay employees rather than require the event be run by parent volunteers. 
• Lisa further shared ideas that the auction be tied to the block party in September and cartwheel-a-thon led by OGA staff.  There are commitments from OGA staff to do these.  She stated that we do need to step up our fundraising.
• The board discussed the status of our sponsors.  Lisa explained that she has been unable to find information on the agreements (duration, amount of donation, etc.) thus far. 

 

ACTION/Maria, Lisa:  Prepare list of sponsors and what we know about the current commitments e.g., value and timeframe.

 

• MOTION:  Bill Mumford moved that we accept the budget version that gives OGA $36,101.82 net ops income or of 2.3% return on operations.  (This is budget option C using the information above.)  Alex seconded the motion.
• DISCUSSION:

-->      Bob thanked the managers and Lisa on the work they put into the budget.  Bob expressed concern with payroll costs compared to last year.  Lisa explained personnel changes in 2008 that could have contributed to this.

-->      Bill agreed that while the profit margin of 2.3% is not ideal for an organization, it is a realistic objective given the current economic climate.  Bill stated that the ideal goal is 4-5%. 

-->      Lisa explains that there will be on-going reporting and monitoring of revenue vs. operational costs.  Lisa has explained to the managers the need to be frugally responsible.  New expenses can only be incurred if the revenue is coming in for that program.

-->      Lisa confirmed that the budget presented is what was created from the managers.  We can and will monitor costs.

-->      Lisa also mentioned that we need to define roll of booster club within the team organization.  Lisa will be meeting with the booster club presidents after the first of the year for a strategic as well as an operational discussion.  The board agrees that this needs to be addressed. 

• VOTE:  The motion was put to a vote and was approved by the majority with one objection noted.

 

Further financial discussion: 

• Bill inquired as to whether we should consider a year-end bonus for operational attainment over $50,000 or a set amount that puts the gym at their profitability goal.  The board discussed wanting a better understanding of the organizations financial status (assets, liabilities, reserves, etc.) and an agreement on its financial goals before it could approve any type of incentive.  After discussion, there was a voice consensus that Lisa should explore the option of a broad organizational incentive for substantially exceeding the net income goal and come back with her findings and thoughts. 

 

ACTION/Lisa:  Explore an incentive program to see what a possible structure could look like.  Also check to see if there are any legal restrictions on a non-profit organization for offering incentives like this. 

 

• Bill further noted that in our scholarship funding discussions this year, we discussed tying the amount of scholarship money to net operational income plus bingo revenue of the prior year.  We will end 2009 with a negative net income.  Knowing that we’ll be negative, do we take $12,000 out of reserves for scholarship for next year?  It was noted that at the October Finance Committee meeting, the committee recommended moving $5,000 from reserves to the scholarship fund through September 2010.  Previous allocation had been at $9,000.  This would put the total allocation at $14,000. 
• Greg Friedman asked for the size of our reserves.  Bill stated that it was roughly $225,000 but that we prefer $350,000.  We should be concerned if it drops to $150,000.  Assuming no income, our current reserves cover only two months of expenses.
• Greg also noted the interest line in the budget and mentioned that we should consider a different investment vehicle.
• Next steps include having Bill, etc. work with Lisa, Maria to break budget down to monthly allocations.

 

BOD Committees, BOD President Leslie Ganz

• Given all of this budget discussion, Leslie proposed that we change our committees from the Operational/Program meeting structure to Finance Committee during the non board meeting months. The objective of this sub-committee would be to review prior month’s financials and identify trends/concerns for items that need to be brought to the next board meeting.  This committee would document discussions and recommendations.  No board action could be taken at these meetings.  Board action would be reserved for the next full board meeting.
• The board agreed to not assign specific members to this committee and that all board members were invited.  But it was agreed that once members commit to serving on this committee, they must commit to attending every finance committee meeting so that there is continuity.
• Jeanne Mowry requested that a day other than Wednesday be chosen and said that a Monday meeting would work best for her.   

 

ACTION/Lisa:  Determine dates for the upcoming finance committee meetings and share with the board.

 

Unfinished Business -- None

 

New Business

 

Lisa requested that Policy 008/OGA Team Tuition Policy be updated to add the requirement that the athlete must be on team for three-months before being eligible for the vacation credit.  She presented the board with the recommended revisions.

• MOTION:  Beth moved that the change Lisa recommended be made.  Bob Fisher seconded the motion.
• DISCUSSION:  There was no further discussion.
• VOTE:  The motion was put to a vote and unanimously approved.

Lisa requested that Policy 009/OGA Gym Rental Policy for Teams be updated to account for lost revenue from birthday parties when teams hold meets at OGA.  She presented the board with the recommended revisions.

• MOTION:  Helen moved that the change Lisa recommended be made.  Bill Mumford seconded the motion.
• DISCUSSION:  There was no further discussion.
• VOTE:  The motion was put to a vote and unanimously approved.

 

Open Comment Period for Visitors, Closing Comments, Announcements

 

ACTION/Lisa:  Send Leslie information about notifying members regarding registration fee and tuition increase.

 

It was agreed that board members are to attend their respective booster club meeting to explain the tuition increase.

 

On behalf of the board, Alex sent thanks to the managers, Lisa and Maria for their work preparing the budget.  She expressed our appreciation for it being done so early.

 

There being no further regular business and no visitors for comment during the open comment period, the board meeting was adjourned at 8:15 p.m. 

 

Respectfully submitted,

 

 

 

Beth Gilstrap

Secretary, OGA Board of Directors

October 28, 2009 BOD Meeting Minutes

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Minutes

Oregon Gymnastics Academy Board of Directors Meeting

October 28, 2009

Attendees:

Board Members	Bob Fisher, Leslie Ganz, Mike Harper, Helen Noonan-Harnsberger, Bill Mumford
Staff Directors	Lisa Havelind, Leonard Spivey (Programs)
Absent	Jeanne Mowry, Alexandra Mazziotti
Visiting Managers
Guests	Beth Gilstrap (officially on leave from BOD at this meeting date), Diane Schendel

Call to Order: The meeting was called to order by President Leslie Ganz at 6:07 p.m. Leslie formally welcomed Lisa Havelind as OGA’s new Executive Director.

Approval of Minutes: It was duly noted that the August minutes were approved via e-mail and sent to all board members and gym directors on September 18^th.

Review of August, September 2009 Financials (Lisa Havelind)

	August 2009	September 2009	YTD through September	Annual Budget Target
Net Operating Income	-21.1%	-3.1%	-1.2%	3.7%

The “Net Operating Income” percentage is calculated by dividing net operating income (revenue less expenses) by gross operating income. It does not include bingo or fundraising revenue.

Comments:

Please see the PowerPoint presentation called Operations Report dated October 28, 2009 for complete details. Here are some brief highlights:

· Total income for September was $113,270. Expenses were $116,733 resulting in a net loss of $3,463. Please see Lisa’s presentation for additional analysis. August data was not reviewed at this meeting as it was presented in the Operations meeting on September 16^th.

· Lisa informed the board that she will use actual data from the past to accurately budget going forward.

Operations and Programming Report (Leonard Spivey)

· Please see the PowerPoint presentation for complete enrollment and programming details. Here are some highlights:

· Enrollment is increasing at the normal seasonal rate. Enrollment was 875 in August and 1,046 at the end of September. As of today (10/28) OGA has 1,104 students.

· In September, OGA was using 20.11% of it’s available space (aka max utilization calculation). The gym’s goal, and the industry standard, is 26%. Leonard did mention that he will be recalculating the max utilization numbers for 2010 to make sure they are realistic.

· Program highlights:

o Boys: Of the 21 total kids at regional congress, 9 were OGA.

o Rhythmic: Nadine has been helpful working with rotations in the gym.

o Cheer: Jesuit coming twice a week. OGA will sign a contract with them when their contract with Styleshock has ended (January). Jesuit decided to come to OGA because of Jessi’s strength in teaching tumbling. Beaverton and Westview also train at OGA.

o Activities: Working on a contract with McKinley Elementary to bring gymnastics training to them as part of the outreach program. This program will be included in the 2010 budget.

Operations Review Highlights (Bill Mumford, Leslie Ganz, with comments from Lisa Havelind )

· Bill prepared a summary of the data the managers presented at a recent manager’s meeting that he and Leslie attended. Bill was very complimentary about the content.

· Bill shared that when you tie the programs together, we’ll likely be flat in revenue for 2010. Bill mentioned that while the managers predicted some growth in their program, Bill’s feedback was to budget flat. Bill mentioned that perhaps we consider an incentive for overachieving.

· For preschool tuition, OGA is about $1.00-$2.00 higher than Metro. Lisa has done some analysis on our fee structure to determine where we might have some competitive flexibility.

· Bill indicated that we are to look at this exercise as one of the new tools to develop management. The BOD would like periodic updates on each program and is very excited to see more.

· Lisa commented that as stressful as this exercise was, it did provide an opportunity for good brainstorming for the budget. Lisa is also changing the structure of manager meetings so that more collaborative work will be done.

· Bill noted that floor space was a concern expressed by many managers. One thing being considered is putting the preschool warm-up area on the new observation deck.

· Leslie noted crossover opportunities that were addressed in the presentation whereby the younger sibling will be put in a class while the older sibling is at his/her class. Desire is to create more opportunities for the whole family.

· Additionally, Leslie noted the importance of meaningful continuing education for managers, and making sure we have software in place for meaningful tracking of data. She was excited by the ownership, creativity, and passion expressed by the managers.

· It was suggested that when planning an operations review for next time that would include presentations by the managers, BOD members go to the managers during their day. It’s difficult, especially on Wednesday nights, to expect to see managers at an evening board meeting.

Community Representative Position (Leslie Ganz)

· Leslie reminded the BOD that after years of service, Shari Chombeau has resigned as the Community Representative. According to our bylaws, the rest of the board members have the ability to appoint a new candidate.

· Helen and Leslie met with Greg Friedman. He is President and CEO of Greycourt Investment. He is a former OGA parent and board member and would be a great asset to the board.

· Leslie asked for any additional nominations from the board. None were presented.

· Leslie moved that Greg Friedman be appointed to the open position of Community Representative effective immediately. Helen seconded the motion. It was put to a vote and unanimously approved.

Scholarship Update (Lisa Havelind)

· OGA currently has eleven families receiving some form of scholarship/tuition assistance.

· The competitive scholarship committee meeting is scheduled for 10/29 and will be facilitated by Leonard. Committee members have been given the gymnast applications to review. There were four applicants. Lisa reminded the board that $3,000 was allocated to this scholarship.

· It is duly noted that committee member formation was approved via e-mail and a follow up meeting on 10/21. Samantha Logan, Nancy Kam, Nadine Davies, Jenn Brooks, and Greg Friedman will serve as the committee members. The meeting will be facilitated by Leonard.

· Bill moved that committee be officially approved as described. The motion was seconded by Bob Fisher. It was put to a vote and unanimously approved.

Bingo (Bob Fisher)

· Bob shared a presentation on bingo with the BOD. The content of the presentation came from Chuck Richards and other contacts at Sunset Bingo.

· Bob mentioned that Sunset Bingo is considering reducing the number of volunteers to one person per shift rather than two. Sunset Bingo is also considering asking volunteers to help with marketing tasks as well. Diane pointed out that Sunset Bingo should also consider reducing staff during the shift, as needed, because OGA pays that expense.

· Bob pointed out that the DOJ requires that each game have a certain number of volunteers.

· Bob also mentioned that Sunset Bingo has a Facebook page and place on Twitter to which managers can post data.

· DOJ guidelines state that we’re supposed to hit 12% “NOI.” Range is 20% to 12%. We have complied with DOJ requirements.

· Bob explained that Westside will no longer be sponsoring games at Sunset Bingo. Sunset Bingo is asking current beneficiaries to take on equal parts of Westside’s games so that the games can remain open. Bob informed us that THPRD and Oregon Sports Academy were given the same proposal and have signed on for the additional games. Sunset Bingo would like OGA to do the same.

· Greg Jenema is an OGA employee for bingo. His salary is not reported in our gym payroll numbers. Bingo revenue and expenses are managed in a separate set of books.

· Current lease is $11,500/month. New lease would be $15,700 if we were to take on a 3^rd game.

· Lease for third game would go for six months, from November 1 through April 30. Lisa has the official request.

· Other questions were raised as to the appropriate spot for bingo revenue within our organization. It was agreed that the board needs to look at long term planning with bingo.

· Additional information was shared about the structure OGA’s relationship with Sunset Bingo. All agreed that the level of detail presented was valuable.

· Leslie moved that we take on the third game on Wednesdays for 6 months (contract term) and revisit our commitment at the end of the contract. Helen seconded the motion. It was put to vote and unanimously approved.

ACTION/BOB: Ask whether they could add a daycare, something like what Fred Meyer has.

ACTION/BOB, LISA: Have Maria circulate the payout statistics for each of the games that include all other clubs.

Strategic Plan (Helen Harnsberger)

· Helen indicated that the committee is making some modifications to the plan and will incorporate feedback into the budget.

· The committee will present it for approval at the December board meeting.

New Business

· Leslie mentioned that the Operations and Programs committee meetings were set up consistent with OGA’s old structure with two directors. Leslie asked the board whether we should consider modifying our committee structure. For example, should we dissolve those two committees and set up a Finance Committee to meet in the “off” months. Desire would be that committee would develop a tight budget to be presented in December. The board chose not to change the structure stating that all directors should be officially part of a “Finance Committee” and should help Lisa and the OGA staff develop a sound budget for 2010.

· Leslie also asked whether the board had any direction that should be given to the staff as the budget is developed. For example, does the board have an opinion as to whether OGA should include a tuition increase, such as a minimum of 3%. It was noted that most people’s salaries are not going up 3%. If we were to raise fees a nominal level, it was suggested that OGA could reinvest in the staff via increases (possibly), profit sharing, training and development. No specific direction was provided.

· Lisa mentioned an interest in moving to a once yearly raise cycle, rather than on an employee’s anniversary date. She will be looking into this further as 2010 plans are finalized.

Announcements

· The annual holiday party, hosted by the OGA board of directors, will be Sunday December 13^th. Spouses are invited. There will also be an appetizer contest and white elephant gift exchange.

· OGA will be hosting a canned food drive from November 6^th through the 24^th.

· Next Meeting will be December 16, 2009 from 6:00 to 8:00 p.m.

There being no further regular business and no visitors for comment during the open comment period, the board meeting was adjourned at 8:04 p.m.

Respectfully submitted,

Beth Gilstrap

Secretary, OGA Board of Directors

August 26th 2009 Board of Directors Meeting MinutesBOD Meeting Minutes

Minutes

Oregon Gymnastics Academy Board of Directors Meeting

August 26, 2009

Attendees:

Board Members	Shari Chombeau, Bob Fisher, Leslie Ganz, Beth Gilstrap, Helen Noonan-Harnsberger, Alexandra Mazziotti, Bill Mumford
Staff Directors	Leonard Spivey (Programs), Rich Tomczyk (Operations)
Absent	Mike Harper, Jeanne Mowry
Visiting Managers	Lisa Havelind, John Sahlein
Guests	None

Call to Order: The meeting was called to order by President Leslie Ganz at 6:07 p.m.

Approval of Minutes: The meeting minutes from June 24^th were approved.

Review of June, July 2009 Financials (Rich Tomczyk)

	June 2009	July 2009	YTD through July	Annual Budget Target
Net Operating Income	-12.9%	-35.5%	1.4%	3.7%

The "Net Operating Income" percentage is calculated by dividing net operating income (revenue less expenses) by gross operating income. It does not include bingo or fundraising revenue.

Comments:

•· On the revenue side, July revenue was $85,332 on a budget of $123,488. Expenses for July were $115,663 on a budget of $111,492. Year-to-date (YTD) performance through July shows the gym 2% over budget in revenue and 2% under budget in expenses. YTD, OGA financial performance is coming in at plan.

•· Biggest differences compared to budget were in the labor expenses and revenue in the rec and preschool programs. Actual revenue for July for these programs is 50% of budget. The belief is that this was due to the incentive program that ended 6/5 which offered a 25% discount on tuition pre-paid for the summer (so the revenue was shown in May while the cash expenses occurred in later months).

•· Bill noted that OGA has historically experienced a summer downturn in enrollment. However, it had seemed to be solved in 2006 and 2007 and it seems to be back for 2008 and 2009. OGA does seem to have an issue with retention in programs over the summer, especially in rec and preschool. Overall, the gym saw a 1% gain retention through June compared to last year.

•· Camp has been going very well. Weekly camps are consistently full. Seems that it will be a significant increase in revenue this year compared to past years. (Great job Samantha Logan!)

•· On track on payroll expenses. Labor expense is up 10% over budget. The majority of this increase is in camp labor. Although, for the first seven months of the year, net revenue from camps is roughly $53K.

•· Network issues. Rich believes wi-fi is back up. The instability problems have impacted customers (parents, etc.) using the Internet. Employees should be fine and are secure. Rich indicated that all IT-related issues are fixed with exception of printer/copier in coaches' area. He has been quoted a $3,000 cost to get it running. Rich is bringing in an IT resource.

Operations and Programming Report (Leonard Spivey)

See PowerPoint for details - Operations and Program Report for, August 26, 2009. Here are some highlights:

On the Operations side:

· Enrollment: Total enrollment at the end of July was 899 students. This reflects individual kids, not enrollment counts per program (so the child who is enrolled in multiple programs counts as one). Overall enrollment was 879 in June. The 35 new dance students in July helped the figures. Overall enrollment numbers are lower than what was recorded in April and May (both months had enrollment at roughly 1,000) but are in-line with historic seasonal trends. These same trends show enrollment picking back up again in September and October, after kids are settled in school.

· In July, OGA is utilizing 17.28% of available space. The gym's goal, and the industry standard, is 26%.

On the Programs side:

· The boys team participated in a ropes course team building day, along with the girls team.

· The girls team moved all pre-team gymnasts to level 4. They will start competing in September, along with the other compulsory teams.

· On the rhythmic team, new coach Nadine Davies is in place. Her first day at OGA was August 3^rd. The team welcomed five new athletes from Westside.

· The cheer program has been inviting area cheer teams to OGA to learn tumbling techniques. Jesuit Cheer now comes to OGA to learn tumbling moves.

· The Kinderstar/Futurestar programs now offer Sunday classes. They have launched student advancement certificates that have the student's photo on them. Coaches are in the process of calling the parents of students who were enrolled in May and June and inviting them back. So far, four students are planning to return.

· There are currently 18 students enrolled in the All Stars program. Karissa and her team are busy with evaluations for the fall. They are very proud of the number of kids who have transitioned to mainstream classes.

· The dance program is ramping up. The mirrors and bars have been installed and a new dance instructor has been hired.

· As for activities, the summer camps are full and, as stated above, have been very successful this year. There has been an educational element to each week's theme. The last week of camp is the week of August 24^th. Sam sends out weekly newsletters that summarize the week and talk about upcoming themes. This will be used for lead generation.

· Other updates:

•o The 90-day walk through with Exceed (the contractor for the expansion) was conducted. They will be working on a list of items that were identified.

•o The gym has been offering "Otter Pop" days when the outside temperature exceeds 85 degrees. These are handed out by the coaches.

•o The coaches have agreed to their banner strategy. OGA will continue to make banners recognizing an athlete's achievements. But they will now be grouped by year, rather than by team. It is now up to the booster clubs to coordinate a date to take down all the current banners, rearrange them and make new ones. This will be a booster club expense.

•o Westside athletes worked out at OGA for 1-1/2 weeks during construction of their pit. They were very appreciative of being able to use our space.

•o There will be a staff training "boot camp" for rec and preschool coaches on Saturday 8/29.

· Lisa Havelind shared information on the following upcoming marketing activities:

•o Beaverton Parade on September 19^th. The theme is "Dancing in the Streets." OGA will have a group marching lead by Jessi. It is the same day as the Stargazer meet so the girls compulsory team, and many members of the girls team in total, will not be able to participate.

•o Red Cross Blood Drive on September 22^nd. Will be set up in the party room this year.

•o Family Fitness Block Party on September 26^th. Leonard and Sam are working on this with the other fitness-oriented businesses in the area.

•o Walk for Autism on September 26^th. OGA will have a booth featuring our All Star program.

Re-Application of Rhythmic Gymnasts (Leonard Spivey)

· OGA has received applications from two rhythmic gymnasts wanting to re-join OGA. Head Coach Nadine Davies has spoken with the gymnasts and their parents and has approved their re-application. Leonard is in agreement. After a brief discussion, Leslie Ganz moved that OGA approve these two applications and reinstate the athletes to OGA effective September 1st. The motion was seconded by Alex Mazziotti. It was put to a vote and unanimously approved.

· Along with this specific approval, it was noted that according to OGA's Policies and Procedures, the reinstatement of gymnasts must be approved by the board of directors. Leonard and the board agreed that this level of approval is not warranted and the policy should be reviewed.

ACTION REQUIRED/BETH, RICH: Work with Maria Cheadle to revise this policy.

•· Additionally, Alex commended the work of Jayme Vincent and how she has led the rhythmic team, especially as a 17-year-old taking over level 8's and 9's. She deserves some recognition. We are very proud of her. In our long range planning, it would be nice to find ways to recognize and reward outstanding employees.

MACS Worldwide (Leonard Spivey)

· OGA negotiated an apparel contract with MACS Worldwide, an apparel company run by Shawn Dean. The Dean family has been a part of OGA for at least 10 years and has supplied team apparel. The contract stipulates that MACS will be OGA's exclusive supplier of athletic apparel, selective equipment & promotional products. This means that all OGA organizations (gym directly, booster clubs, etc.) must give MACS "first right of refusal" when ordering these items. This does not preclude OGA from ordering apparel from vendors that offer an item that MACS does not have or from accepting an apparel donation. OGA is simply required to give MACS an opportunity first.

· Leonard informed the board that he has met with all the booster club presidents to inform them of this agreement. He also stated that the agreement has been signed and was put into effect on August 17^th, 2009.

· Board recommended, and Leonard agreed, that "Senior Management" in the agreement be replaced with "OGA." All monies received from the contract will be shown as OGA Marketing Income. One possible use of those funds would be staff development activities (e.g., training, team building, BBQs or conferences). These should be included in the 2010 budget.

ACTION REQUIRED/LEONARD: Modify agreement between OGA and MACS according to the board's direction above.

Strategic Labor Plan (Rich Tomcyzk)

• Rich provided an update on the salary range work discussed at the June Board of Director's meeting. He shared a spreadsheet that compared information learned from other gyms and/or compensation resources to OGA's current practices. The goal of this exercise is to compare OGA compensation to market rates. Along with this spreadsheet were draft job descriptions for some of the coaching positions. In general, it appears that OGA pay rates are mid-market, although some entry level positions may be a bit low. As our employees do not stay at these levels it may be an artifact of this development. More study is needed.
• Leslie commented that the descriptions did a good job distinguishing between coaching levels. Reviews will be important if we are to set up levels. She also suggesting adding "or equivalent" to the two years entry level coaching experience requirement. Alternate classification schemes were also discussed.
• Other feedback included the need for principles surrounding hourly vs. salaried positions; the need for a more dedicated HR role on staff; an interest in incentives for employees to stay and giving employees professional development opportunities.
• Note: Due to the confidential nature of the salary information presented on the spreadsheet, it will not be made available for public viewing.

ACTION REQUIRED/RICH, LEONARD: Continue work on labor structure and implementation plan, incorporating board feedback. Come to an agreement on structure.

Scholarship Policy, OGA Policies and Procedures #002 (Rich Tomcyzk)

• The next draft of the Tuition Assistance/Scholarship policy was presented. It includes a cover sheet outlining the programs and five sections with additional information, including applications and requirements, for each part.
• The board also discussed how to fund these programs for the remainder of the year. Bill suggested that 5% of OGA's prior year income be allocated between the three goals outlined in the policy (Community Support, OGA Mission Continuity, Outstanding Performance Support). For 2009, this equate to a total of $9,000 (approximately 5% of OGA's prior year income). For reference, less than $5,000 was spent toward tuition assistance in 2008.
• Helen Harnsberger made a motion that the board accept the scholarship policies as written, subject to wordsmithing, and allocate $3,000 to each area of need (described above). Leslie Ganz seconded the motion. It was put to a vote and unanimously approved.
• For future planning, and 2010 budgeting, Bill suggested that we consider allocating 5% of net of gym profit plus 5% of net bingo revenue based on previous year results and then adjust as needed. The board also discussed whether the strategy should be to support many athletes with lower awards or fewer athletes with higher awards. It was agreed that we see what is requested and then make a determination.
• The board discussed that the intent of offering a competitive scholarship is to encourage high level athletes to continue at OGA and reward continued excellence and high character. The specific competitive levels by program are outlined in the policy. The board requested, though, that those levels be confirmed with the coaches.

ACTION REQUIRED/LEONARD: Talk to coaches (boys, girls, rhythmic, cheer) to validate the levels listed on the document considering the intent of the program.

• Other board comments included the overall need for wordsmithing; a request to change the GPA requirement for the competitive scholarship to "3.5 non-weighted or equivalent;" to add a requirement to the competitive scholarship that the athlete must have been an OGA athlete for a period of at least one year; and that the interview requirement be added to the Eligibility section. It was also agreed that for the launch of the competitive scholarship, new due dates other than those outlined in the policy will be used to allow athletes to apply this year. For future years, the dates listed in the policy will be followed.

ACTION REQUIRED/LISA, BETH: Work together to clean up ("wordsmith") the document and get final approval from board.

Revisions of Board Policies #008 and #012 (Rich Tomcyzk)

· Rich provided the BOD with recommended updates to gym policies 008 and 0012. The BOD must approve all policy additions and revisions.

· The changes to policy 8 remove the reference to "no refunds" on team tuition when a family decides to leave the team program mid-month.  Instead, it stipulates pro-rating fees when gymnast leaves on or prior to the 15th of the month and a forfeit thereafter. The board recommended that the words "on or prior" be added to the text (as seen in the previous sentence). Leslie Ganz moved that the revised version of policy 008 with the addition of "on or prior" be approved. Alex Mazziotti seconded the motion. It was put to a vote and unanimously approved.

· The changes to policy 12 are simply the addition of information specific to the OGA All Star program regarding make-up classes and attendance.  The All Star program differs from the rec and pre-school program on these two items. Bill Mumford moved that the revised version of policy 012 be approved with no further changes at this time. Shari Chombeau seconded the motion. It was put to a vote and unanimously approved.

Program P&L -- Informational Only (Bill Mumford)

• Bill shared the results of contributions to gym net income for each program for the prior year. Given the lateness of the hour, the quick summary was that team programs breakeven and that the rec, preschool, camps and special programs provide the funds to support gym administrative expenses.

Board Planning Session (Leslie Ganz)

• Helen has been working with the outside consultant, Tracy Pierson, who worked with the BOD two years ago to develop the strategic plan. We need to settle on a date in late September or early October. Helen will coordinate the date and time with the BOD and Tracy.

ACTION REQUIRED/HELEN: Contact BOD, gym directors, etc. to determine the optimal date that fits the majority of people's schedules. Also, coordinate meeting specifics/agenda with Rich, Bill and Alex.

Closing Comments:

•· Bylaws state that BOD members must be OGA members, with the exception of the one community member position. Leslie proposed that we amend the bylaws to allow for up to two community member positions, if desired by the BOD. Alex Mazziotti moved that we amend the bylaws to allow for up to two community member positions. The motion was seconded by Bob Fisher. It was put to a vote and approved with one member abstaining.

ACTION REQUIRED/RICH: Update the bylaws to reflect this decision.

There being no further regular business and no visitors for comment during the open comment period, the board meeting was adjourned to Executive Session at 8:20 p.m.

Respectfully submitted,

Beth Gilstrap

Secretary, OGA Board of Directors