Wisconsin Association of Cheer & Pom Coaches, Inc. Board Meeting August 2, 2015 Wisconsin Dells, WI

Transcription

1 Wisconsin Association of Cheer & Pom Coaches, Inc. Board Meeting August 2, 2015 Wisconsin Dells, WI Present: Buchberger, Evers, Gerdman, Gunderson, LaVelle, Luedtke Meinel, Neitzel, Norrish, Pankow, Poeschl, Putra, Robole,, Saxe, Sura, Welke Absent: Jacobson, Kerkman, Rahjes I. Called to order 1:02pm Putra II. Minutes where amended to add Awards under New Business A. Buchberger moved to amend the agenda. Pankow 2 nd. III. Approval of the minutes A. Minutes accepted as written IV. Agenda suspended A. To old business due to Brown being at meeting to explain apparel process. V. President s Report Susan Putra A. At large selection a. Constitution states exec board will appoint at large board member b. New constitution proposals will be proposed at general membership meeting in November - will not have new have a new constitution c. Will propose that the exec board will recommend at large board members and board will approve at the meeting following the District Meetings d. Gunderson asked the new people how important that October meeting was for them, Luedtke said she was pretty lost as well as at conference yet in November e. At Fall Conference at large members will be given job duties with someone that has been on the board as well as room with them B. Plan for committee assignments a. When August elections are over Putra will send a list of committees to the board and people will respond to her and let her know what committee s you would like to be on. b. Exec board will put people on committee s and it will be sent out and then can be revised if necessary at the October meeting. c. Reminder that anyone taking minutes for a committee or board meeting needs to use the template and formatting provided when submitting minutes to be posted online C. Organizational change a. Neitzel will be working with Gunderson on website b. Meinel and Norrish to work on social media c. Sura to work on newsletter which will be published electronically as needed d. Anyone going to a conference will be required to bring back a written and oral report on how the conference will benefit the organization. D. We need to publicize to our membership more on the opportunities that are out there to help them better their education in cheer and dance.

2 E. WADA is an important conference that we need to attend to represent our organization. F. Anyone that went to USASF or JAM this summer will need to have a report at the October board meeting VI. Treasurer s Report/Budget (Motion to place on file) Michele Gunderson A. Gunderson went over our financials from the fiscal year B. Explained that combining board and committee meetings on the same weekends when possible will save on costs. C. Vouchers need to be better filled out and complete by judge coordinators, site directors and anyone that has to do them to help money to be allocated into the right areas D. Presented a proposed budget for E. We do still have a surplus that we do have to spend as a non-profit but we do not want to spend money just to spend money. Need to be spent on bettering our organization for our membership F. Gunderson moved to accept the budget for $179, Luedtke 2 nd. G. Discussed non budgeted Stipend a. Suggested that board members be paid a flat fee for working events no matter what their job is as sometimes people do numerous jobs but are there only the same amount of time as others. b. Discussed what this amount should be. c. Everyone needs to be responsible for working throughout the day and honest if they for some reason did not. d. Base these on event 1. Game Day - $ JAM - $ Regionals/State - $ $10.00 an hour for any over 9 hours (a) Board members should report 30 minutes prior to registration opening H. Discussed budgeted stipends a. Judge coordinator 1. Dance is only $700 and they are not only training, but contracting, getting rooms, getting vouchers, as well as tracking all of them and their scoring. 2. Evers felt this needs to be raised. 3. Sura would rather see the judges get a raise. 4. Gerdman proposed $1500 for dance and cheer judge coordinator as well as raising what we are paying our panel judges. 5. Sura shared number of performances from previous year that judges did throughout any given day. 6. Sura proposed maximum Varsity State Dance Panel Judge $300.00; JAM $125; Regionals $150 and if day is longer a maximum of $180.00; Judging Stunt Group $50; Judging All State video $50 7. Cheer panel judges - $250; JAM $125 Both have the flexibility to go higher if they re longer 8. Tech judges to stay the same 9. Buchburger moved to approve stipend as proposed for judge coordinator, panel judges and board workers. Neitzel 2 nd. All favor motion passed. (a) Will keep track of workers and judges hours and re-evaluate next year.

3 VII. Fall Conference Committee report Lorie Evers A. Gave out handout speakers sessions B. Showed coaches gift C. Registration is open, help market this great event VIII. Spring Conference Report Susan Putra A. Venue moved to Paper Valley Hotel College Ave Appleton, WI B. Registration to be raised to $95 due to change of venue C. Putra needs volunteers for this committee to help out. IX. Dance Committee Report - Lorie Evers A. Regional and State Line Up was discussed and how we are going to do it B. All Star State Championships will be on March 19 th, Watertown will host this year and will look for a new venue for 2017 C. Discussed possible changes in our score sheets not the content just where things are listed. D. Discussed judges training if we rearrange score sheets we will have to find a way to let all judges old and new know E. Discussed going to 4 regionals 2017; East Troy possible for 4 th regional and will work well X. Score Sheets A. Sura reviewed the rearranging of dance score sheets B. Can do a video of the explanation both cheer and dance at a district meeting to be posted C. If other competitions want to use our dance score sheets they can. Sura will provide them ones without our logo and they need to let coaches know they are not a WACPC event. D. Cheer took WACPC Score sheets and other companies to help them come up with what is best for our state. Coaches will have a new rubric to help educate them on the proposed score sheets. There will be 5 judges each doing a different area. E. Tech deduction sheets and rule violation sheets will not be for cheer and dance (I don t understand this) and have been revised to make them easier to use for judges and for coaches F. Saxe moved to accept the dance score sheets and supporting materials for cheer & dance. Gerdman 2 nd. Did we accept cheer score sheets too? G. Should review score sheets at least every 2 years. XI. All-State Video submissions A. Discussion will be for cheer & dance a. Cheer had decided that they would do video to determine finalists and hold live in a different area at state other than main floor. b. Checking with the Alliant we would need traffic control. Logistics we may not know for a while but may not be wise in that arena. Luedtke says it is a tough traffic area. Fall back is that they will stay on the stage c. Dance - suggest to do video submissions only and a survey monkey was done 1. Meinel reported the results which were inconsistent 2. Biggest issue is cheer committee already voted on what they want to do. 3. Meinel moved that we use our current format. Luedtke 2 nd. All in favor. Motion carried. XII. Cheer Committee Report Amy LaVelle A. Cheer State Sessions - There will be 2 sessions Sessions are tentative and will be determined based on registration. Added a college division B. All state/stunt Video Submission January, 8, 2016 C. Varsity cheer registration due Dec. 19 D. Working on judges handbook will be more in depth in October E. College Score sheet still working on

4 XIII. Game Day report (Julie Jacobson/Carrie Luedtke) A. Will be held at McFarland High School B. Chair/Site Manager Jacobson C. Judges - cheer committee - thought some camp staffers. Judge coordinator to do what is best D. Will market this better through mailings, postcards, Sura to include in newsletter, need a tagline to attract teams more. Putra stated Strobel will come up with something to use. E. Need a minimum of 8 teams to hold this event XIV. Program reports A. We are still using G3 and we did sign a contract same as last year B. With Sura doing dance judges and newsletter need someone to help with pictures. Welke volunteered. XV. Constitution Committee Report Drew Meinel A. Discussion of proposed name change a. Meinel went over what the group talked about b. Do not want to rush into name changing and not going down that avenue c. more discussion at a later date d. Would like to take a poll with our membership - Gunderson said we need to look at financials and what it will affect before we move forward on a name change e. Gerdman moved to accept completed sections to propose to membership in November. Welke 2 nd. (Think this should be a big B item since it isn t about name change but rather the overall area) XVI. District meeting A. Discussed if a district has more than three people running for a district rep a. There will need to be a preliminary vote to get it down to 3 people then a final vote. b. Evers will make up ballots and get to people running the meeting XVII. Ethics Brainstorming Susan Putra A. Volunteers for committee Norrish, Gerdman, Neitzel, Buchberger, Sura, Rahjes, Meinel, Poeschl, Putra B. This committee will determine how we address these issues C. Get the procedure in place D. Will meet Sunday Oct 18th before the board meeting 930am Madison - Cambria Suites XVIII. Old Business A. Apparel design and status of WACPC clothing a. Brown was present to explain process and answer any questions. b. A survey monkey will be done to see about how membership c. General design is complete and being tweaked, fun design being done. d. Main designs done by Aug 5th and tweaking up until Dec 1,rhinestone, bigger, smaller etc and getting final costs e. Putra explained that the board would like to approve the design f. Brown gets feedback from various people. g. The design is on a shirt and displayed at conference and that is where people need to give her feedback h. Discussion Brown is not opposed to bringing it to the board but the more changing we do the longer the process can be. They are locked in with a vendor they are buying from i. Meinel would like the full board to look at them. j. Brown to send design to board in the next couple of days and take suggestions and ideas but need to get back to her within 48 hours of the .

5 k. Meinel suggested that at June or Aug meetings that multiple designs for the vote on them moving forward l. Putra suggested that maybe have a design contest for athletes to design for the following year. Present it at fall conference this year for We would be rewarding the concept m. Crew necks could replace hoodies n. Putra will send an to Brown with written communications B. Empire/Play on Sports Contracts Alea Norrish a. Play on Sports wants Captivate who does FS Broadcast to take over production b. Amy Johnson from captivate - $2000 more but includes Broadcast and better quality c. Will put regionals on flash drives of routines d. Fall Conference videotaping and instead of selling DVD s will have online pay per view subscription for attendee only - all year for a minimal fee e. Wanted us to charge $10 more per athlete to cover DVD for state competitors and we did not want to do that increase f. Norrish talked to her about this and need to add live stream g. Do something like fall conference and have an option of having it online for a cost to download h. Get rid of regionals and Game Day DVD s i. Could do a one day sale at state with an option to download and watch online. j. Norrish needs to find out if production costs need to be covered if we do a one day on site sale. k. Norrish will get Livestreaming costs l. Table until October C. Empire a. Need new contract and would like online printing of teams b. If anyone knows photographer that Alea can contact let her know D. NGIN Contract a. Eric Nagel will check into this XIX. New Business A. District Meetings a. Power point is in process end of week will be sent B. WADA representative - Nov 8-9 Sunday/Monday a. Interested - Neitzel, Welke - others will check. b. Should be different people or just a vote on this C. Awards a. Sura - WI has to be ordered this week - verified divisions so she ordered enough b. Verified division names to be printed on trophies XX. Announcements A. Future meeting/event dates a. Oct. 17 Game Day McFarland b. Oct. 18 Board Meeting/Committees as needed Madison Holiday Inn c. Nov. 20/21 Fall Conference Wilderness in Wisconsin dells d. Nov. 21 WI Dells Wilderness Site Directors 8:30 a.m e. Dec. 6 Madison Board Meeting/ Competition Committee/other committees, as needed f. Jan. 23 JAM Sheboygan Falls g. Jan. 30 Regionals Dance - New Richmond, Watertown, Kimberly h. Feb. 6 State H.S. Dance i. Feb. 20 Regionals Cheer - Waupaca, Wilmot H.S. j. Feb. 27 Cheer High School Championships k. Mar. 19 All Star Dance Competition Watertown

6 l. April 2-3 Board Meeting/Committee Meetings Stevens Point m. May 1 Board Meeting Appleton Paper Valley Hotel n. June 25/26 Board Meeting/Committee Meetings Watertown XXI. Adjournment A. Neitzel moved to adjourn the meeting. Meinel 2nd B. Meeting adjourned at 5:04pm