PlayNC Board Meeting Minutes – May 3, 2025

PlayNC Board Meeting Minutes
Date: June 9, 2025
Location: Zoom
Prepared by: Josh Slezak

The discussion about a potential amateur softball league to compete with local amateur sports league was postponed to the next meeting due to time constraints.

It was unanimously agreed that in the event of a 3–3 tie, the President has discretion to break the tie.

Ryan is sending daily morning emails with planning updates and will continue to structure communication around specific categories (games, food trucks, prizes, etc.).
Ryan shared a draft layout of the field. The prize booth will be set up near the first base dugout.

Wristbands will have numbered tabs (1–5).
- Tabs 1–2: Food
- Tabs 3–5: Games
Rationale: Attendees are more likely to use the first tabs, encouraging food truck business.

Ben is the primary coordinator for food trucks. He will:
- Continue contacting vendors and tracking responses.
- Use the shared Gmail account (plaync@gmail.com) for consistency.
- Explore third-choice food truck options, as one of first two choices is unavailable.
Discussion about setting up individualized email addresses (e.g., ben@playdurham.com) for segmentation. Ryan and Dave will explore cost-effective options (~$2/month per user via GoDaddy).

Kelly, Josh, and Ben will form the Prize Committee.
Goal: Secure at least 3 grand prizes for the main competitions and a range of tiered prizes for the ticket redemption booth.
Ideas discussed:
- Durham Bulls tickets
- NC Courage tickets (Josh to follow up)
- Escape room gift cards
- Board games / bundle-style “baskets”
- Signed Duke basketball ($60, under consideration)
- Youth baseball/softball-related prizes preferred
- Potential lesson or camp spot with Duke baseball or local coach Jason Boileau

Ryan is researching and drafting plans for 10–12 carnival games.
Ryan will resend the Google Doc with game ideas to the group.
Everyone is encouraged to review and help prioritize which games to build.
Royce may be able to assist with game construction.
Game layout will be reviewed in the next meeting, with a focus on sketching, not building, at this stage.

Alexis will be brought up to speed at the next meeting.
Her background in marketing makes her a strong candidate to lead event promotion.

Current accountant is phasing out nonprofit clients.
Ryan received a quote of $150 for 2025 compliance and an offer for $900/year ongoing service to ensure nonprofit tax compliance.
Discussion and vote on the accountant and ongoing service to take place at the next meeting.