Athletic Boosters Meeting Minutes August 17, 2009

Transcription

1 Athletic Boosters Meeting Minutes August 17, 2009 ATTENDANCE: Officers Karen Camacho, Carolyn Bridges-McNierney, Michelle Kembitzky. Chair Committee Members: Julie Ehardt, Jean Collinsworth, Steve Collinsworth, Mike Lynch, Dan Roebke, Kim Roebke. Voting Members Danette Hyman, Mark Lischka, Gina Miguel, Christine Rogers, Karen Roeckner, Jill Traub. Member Angie Bindi, Cesar Camacho, Kim Corbo, Paul Corbo, Dave Ehrhardt, Maria Lynch, Bill Schulz, Libby Schulz, Betsy Sidor, Jennifer Tamburrino. Athletic Director- Tom Ross. President Karen Camacho called the general meeting to order at 7:13 p.m. Karen welcomed everyone in her first official meeting as President by giving the Statement of Purpose. She introduced the Officers and the Committee Chairpersons. Secretary s Report Carolyn Bridges-McNierney Minutes from meeting on June 15 presented. Motion to accept made by Jean Collinsworth. Seconded by Gina Miguel. Voting Eligibility Requirements was outlined. Members need to attend 5 of the last 10 meetings. By-Laws Change Requirements - Carolyn McNierney explained that a vote on by-law changes cannot be held until a copy of the intended change is presented to the membership in writing. Old Business January 09 Soccer/Football locker issue Tom Ross said once all sports rosters are turned in then all student athletes will be assigned at least part of a locker. Some teams will need to share. The Locker Rooms are open from 7:00 7:45am weekdays. The athletic lockers may be used during the current season only by athletes. A school provided lock is required. He said that a few thefts reported last year were due to items being left out and not placed within the locker. Discussion followed regarding a previous taunting incident between players of different sports. Tom said this should not be an issue as a supervisor will be accessible. Scoreboard Sponsorship Update Tom Ross said he met with Karen Camacho and Carolyn McNierney at which time a sponsorship proposal was developed. The flyer was presented to the membership at the meeting. He said the District 300 Board of Education would need to approve any potential sponsors of the scoreboard. The Falcons LITH Youth Football Team has already given a check for one of the $3500 sponsorships. Carolyn McNierney said there were 2 other businesses who were looking at the sponsorships. She asked members to ask other businesses about the sponsorship. Tom Ross said all potential sponsors needed to contact him for approval. Coaches Requests Meeting Date Karen Camacho had proposed a change from March to April at the meeting in June. She said there would be work done of the wording of the bylaw change to be presented at next meeting prior to a vote by the membership. Vice President - John Miguel not present. Incorporation Review for continued 501(c)(3) Status Karen Camacho said John Miguel would be working with Steve Collinsworth on the renewal papers which had not yet been received in the mail. Steve Collinsworth said the federal filing and the state filing also have to be done. Treasurer Michelle Kembitzky Financial Reports Karen Camacho reported that she had given over the financial information to Michelle Kembitzky. Year End Report Karen Camacho said the transactions from the last meeting in June until July 31 were included in a report presented to the membership. This was in addition to the full year report. She said the 2008/2009 year was extended by one month to account for the Nike Tournament. She also presented the Outstanding Funds report of bills that still needed to be paid including the

2 invoice for the Wall of Fame which was well under what was budgeted. Jean Collinsworth pointed a correction to be made in the report because of a typographical error under the Boosters category. Financial Audit Karen Camacho reported that the audit had been completed. She said the former volunteer auditor Sheri Kathe was too busy to do the audit. Karen said the boosters did not want to pay a CPA to do the audit. So Renee Hofer, the past Vice President, instead volunteered to take on the responsibility for the year. Jean Collinsworth asked if there was a specific time noted in the by-laws for the audit to be done by. Karen said the financial review has to be conducted by a qualified person as noted in the bylaws and it took time to find someone else so it could not be done by the deadline. Michelle Kembitzky agreed to try and find a new volunteer auditor for the 2009/2010 year. New Banking Procedures Proposed Michelle Kembitzky suggested a By-Law change to not require 2 signatures on Booster checks. She said the Bank does not require it so there is no enforcement. She believes this not a control on financial practices as it was intended to be. She proposed that the boosters add an online resource whereby the President would have access to the bank account and could review the finances. The President would be required to report each month to the membership if anything came up that was questionable. Michelle Kembitzky proposed one additional change to the bylaws that would increase the bond for the Treasurer from $30,000 to $100,000. She did not know what the cost differential would be but agreed to report on that amount at the next meeting. Jean Collinsworth suggested that a financial report by the President be made a part of the Agenda. Steve Collinsworth suggested that John Miguel put together a By-Law change committee to go over the wording for the proposed changes. Nike Tournament - Tom Ross asked about the costs incurred by Boosters for the Nike Tournament. Mike Lynch said that of the $6300 there was a 50% profit margin. Coaches in Attendance: None. Athletic Director Tom Ross Coaching Announcement - Tom Ross reported the resignation of the former Head Girls Swimming Coach. He said the position has been filled by a Dundee Crown teacher, Tracy Bala, who is a former high school and collegiate swimmer that now competes in triathlons. She will also act as the Assistant Boys Swimming Coach for the Jacobs/Dundee Crown co-op team. He was waiting to hear back from Marcie Stewart on whether she would be interested in the Assistant Girls Swimming Coach position. Fall Sports Report The Fall Sports Information night was held on Aug. 10 presented by the Athletic Department and the Principal. He said the goal was to have a uniform voice that the coaches and the parents would hear with expectations for both. The meeting was videotaped for replay but it has to be redone. He said each season there will be a Sports Information Night that all student athletes will be expected to attend. Then each particular sport is expected to hold a meeting with parents the same night. Important Fall Sports Dates - Varsity and sophomore football was to begin on Aug. 28 with the first home game against Moline. The Freshman A, JV and Freshman B teams were to play on Aug. 29. The 12-team Volleyball team invitational was to be held Sept. 5. The Homecoming football game vs. Prairie Ridge was to be held on Sept. 11. The football season ends with home games on Oct. 9 and 16. Girls Golf will travel to Rock Falls in Freeport. Soccer will travel to Peoria to play two teams from Missouri. Cross Country is to travel to Peoria. He said his goal is to provide the best schedule for the student athletes so they are challenged. A parent asked about not all coaches being present for the fall season athletic meeting. Tom said that if the coach did not have a parent meeting for a sport during the season meeting, then he or she was still required to have a meeting with parents. Tom asked parents to follow up with him if that was not the case. School Facility Updates - The school was in the process of re-wiring the building. Tom Ross said there were some computer difficulties. Every classroom is to have a telephone in the room by Thanksgiving Break. He said Jacobs has now gotten their own grounds crew as of July. Each of the other District 300 high schools had their own grounds keepers. However, Jacobs had not had

3 grounds keepers who were dedicated to the school before but were shared with District 300. Tom said he had met with a school district sub-committee in regards to field improvements. He said Jacobs is to receive a new baseball backstop provided by the district. Demolition will begin at the end of September or beginning of October. The backstop will provide a 30-foot high fence from dug out to dug out to provide more safety for cars in the parking lot. The backstop is expected to be done and ready for March baseball tryouts. Field 3 for football practice has finally had the irrigation system completed which the boosters approved years ago. Steve Collinsworth asked if the District 300 was not going to be able to dictate how much the fields are irrigated. Tom said the Jacobs Grounds Keepers are in full control. The Sprinklers will be activated according to Algonquin water usage rules. White Activity Bus Tom Ross said he had attended activity bus training. Each of the District 300 schools is to receive a 14-passenger bus with a driver. He is going to try and cut down on the number of buses that go to the same activity. He hopes to decrease the transportation charges in the athletic budget. He said the coaches will be trained to drive it but they won t need a CDL license. Algonquin Water Tower Signage Tom Ross reported that Principal Bregy had received a letter from the Village of Algonquin stating that in Spring 2010 they will be painting the Water Tower and this will paint over the Jacobs sign. The Village estimated that it will cost $3,000 to repaint the school logo. Tom said it is his understanding that it was the Booster Club that paid for the original logo. Tom asked the Booster Club if they would be willing to fund that a second time. Steve Collinsworth asked why the Village wouldn t just put the logo up since they were painting it anyway. Tom directed all enquiries to Andrew Warmus, the Utility Superintendant at the Village of Algonquin. School Athletic Participation Fees and Uniforms Tom Ross said the Board had reduced the participation fee to $300 per individual and $600 per family in the past year. He said the $150 fee athletic fee for each sport goes to offset the cost of field improvements, etc. Fees were collected at registration starting July 8 through Aug. 9. Discussion followed about how athletes have to be cleared before they can participate. Tom said he will have all the data on what a uniform consists of by sport to report at the next meeting. Coaches Requests Tom Ross said the cost for the irrigation system in Field 3 was $17,000 and the outstanding $2,500 on the report was a final payment to the Sprinkler Company. Karen Camacho said the irrigation project came in under budget. He said the 2009 computer training equipment was ordered and was expected to be received. He ordered the $3900 in swimming supplies. He had ordered the Baden basketballs for Girls Basketball. The rubber flooring for the training room was ordered and had been installed by the school. All football uniforms had been ordered and received. He does ordering for each season in order. He said the school was obtaining quotes to use the $10,000 allocated for Girls Softball on the JV Softball field to get a 6- foot high outfield fence with a brown coating over the stainless steel for a longer wear life. Karen Camacho said the Head Baseball Coach was also getting quotes on new dug-outs to use Baseball s $10,000 booster allocation since the Backstop had been approved by the District. Team Parents Julie Ehardt Fall Sports Update - Julie said 13 of the sports had team parents at the time of the meeting. She said the following sports still needed a team parent: Girls Swimming, JV Tennis, and Varsity & Freshman Soccer. She said Karen Camacho put together a Team Parent letter and each now has a folder with a booster explanation of their duties. She asked if there was anyone who wanted to help call the student athlete rosters to help find team parents. Concessions Mike Lynch Volunteer needed to purchase supplies Steve Collinsworth volunteered to be the buyer. Mike Lynch said Steve would need help with pick-up. Food Safety Michelle Kembitzky signed up online to take the certification course. Mike Lynch said he would get it taken care of by November.

4 Temporary Permit Karen Camacho said there are 5 home games but only 3 permits were needed which had already been paid for. She will be present for the health inspections prior to each game. She said the Health Department was made aware of the shifting in game times to an earlier start. Concession Orders Mike Lynch said he had placed orders with Costco and Sam s for napkins, ice, hot dogs and hamburger buns. Plus the pizza was ordered. He said there were over a 150 cases of Gatorade, pop and water ready to go for football and volleyball. Shutter Repair The inside concession stand needed repair. Mike Lynch was to meet with a repairman. Nike Tournament in July According to the Final Report there were $6,535 in sales. Over 400 pounds of grapes were sold. Mike Lynch would like it to be held at Jacobs again. Football Concessions Mike Lynch said the concession stand could be open on the Saturday Aug. 29 from 9AM to 12PM for the freshmen and JV football games. Only drinks and candy would be sold. Tom said Girls Tennis would also play that day. Betsy Sidor volunteered to open the stand. Karen Camacho said she will look into borrowing the Falcons tent for grilling because it is required for the permit. She said 2 PM is the set-up time on Friday home games. Volleyball Concessions will need to be operated for the 12 team invitational and 6 regular home games. The Varsity Tournament was to be Sept. 5 and the Sophomore Invite is on Oct. 17. Mike Lynch said that National Honor Society students can get community service hours for indoor concessions only. Mike Lynch said he will sign all forms Goals Mike Lynch said he wants to improve sales but he also wants to get some expenditures approved to replace equipment that is breaking down. Both the Inside and Outside stands will be open and he doesn t want to keep hauling stuff in and out. Steve Collinsworth said the old Pepsi bins leak and they only hold 72 to 84 cans. He presented a quote for new bins that would hold about 192 cans. Two bins were presented one for $179 and one for $265. he recommended the purchase of 3 cheaper bins. Christine Rogers suggested that Steve talk to Diana White with District 300 who does purchasing for the schools to see about a better price. Jean Collinsworth suggested getting partitions for inside the containers, also. Steve thought they would cost $25 each. Gina Miguel made a motion that Steve could spend up to $750 on the beverage merchandisers with dividers. The Vote to purchase the bins was unanimous. Manpower Jean Collinsworth/Sharon O Toole Up Coming Events Jean Collinsworth passed around the football sign-up sheets. Football The check-in time to work concessions for the sophomore football game is 4:45pm. because the game starts at 5. Jean Collinsworth said the football parents make up the bulk of the volunteers. Cheerleading Jean Collinsworth said the cheerleaders had already turned in all their contact info on an excel spreadsheet that will be given to Sharon O Toole. Volleyball Jean Collinsworth did get a list of everyone who signed up by sport to volunteer. Spirit Shop Kim Roebke Registration There were $2300 in sales. Kim Roebke said she came in under the $5000 budget for new orders. Football Kim asked about getting a POD donated again for the Spirit Wear Sales. They will put away the items during half time of the Varsity football games. She ordered new tee shirts, baseball caps, sweatshirts, and lanyards for keys. She said Jim Taege is looking at doing some blankets with an Eagle on them to try out sales for that. Discussion followed whether the purpose of the spirit wear was to make money or just to break even. She said there were a lot of questions about letterman s jackets. Tom Ross suggested looking at offering an online Spirit Shop. Communications Bob Gehr not present. Newsletter Karen Camacho reported that Bob Gehr wants all new addresses. Carolyn McNierney said that Pam Gulledge wanted to be taken off the list.

5 Sign-Up Spreadsheets Karen reported that Bob asked if Jean could provide what he needed to put up a volunteering page on the website. Communication Board Karen reported that Bob said he could put pictures of spirit wear up on the website Dinner Page Karen said Bob will be devoting a whole page to the fundraiser and that he needed pictures. School Spirit Assistant Principal Mrs. DiMaggio and Steve Collinsworth, Christine Rogers, Jill Traub School Store Mrs. DiMaggio said she had seen a lack of participation with the kids in school spirit. She thought it was a good idea to start a school store 2 days a week. She would like to work with boosters to provide some items and also have school supplies. Some students will be able to earn community service credit by working in the store but there would also be a teacher on hand. She had several organizations ask about fundraising through the school store. Parent Advisory Council Mrs. DiMaggio wants to start a Parent Advisory Council to meet once a month regarding student activities. She had six parents sign up. School Fairs Mrs. DiMaggio said she has planned several fairs for activities, colleges, and athletics. There will be an Athletics, Academics and Activities Fair held on Sep. 17 in the Field House from 6-8pm. Homecoming Mr. DiMaggio wanted to take the Homecoming Parade to another level. She invited the boosters to create a Float. She said the Army was going to provide a Hummer and inside there would be a recent Jacobs Graduate. There will be a cannon shot at the game every time the team scores. The theme is Super Heroes and veterans were invited to participate. There was to be a Military Color Guard at the game. The Homecoming game was scheduled for Sept. 11. Jean Collinsworth aid that no sport who had a game that day could be involved in the Parade beforehand. Tom Ross said he would look into why those athletes have not been allowed to participate. The parade was expected to start at 4pm on Friday. Discussion followed about whether the date for the parade could be changed to a Thursday. There was a Pep Assembly in 4 th Block on Sept. 11. The Homecoming dance was on Sept. 12 and ended early at 10:30pm. Mascot She was looking to have someone in the Eagles suit by the 2 nd Home football game. Fundraising Steve Collinsworth 5000 Dinner Steve Collinsworth said there had been a tentative date of Feb. 27 set with Boulder Ridge for the event. He was also trying to see if Sun City would offer a better price for the banquet center. He said a Volunteer was still being sought for the Chairperson position. Steve said he would be the Assistant Co-Chair. Mrs. DiMaggio said she would let boosters know if there was an activities conflict. AAU Tournament Kevin Krutwig not present. Steve Collinsworth said they had discussed having a girls basketball tournament, too. Golf Outing Dan Roebke. The amount of people for the guarantee required would be too high for an outing to make sense this year. 100 minimum players at $70 to $90 each was required by the course and it had to be held on a weekday. He suggested the boosters could block off a set of tee times throughout a day. Dan said planning for the event was too late for it to be held this Fall. Karen Camacho said it is too hard to get off the ground and she suggested people come up with other ideas for fundraising. The golf outing event was tabled. New ideas Steve Collinsworth said he has seen a discount coupon book that he can present at a later meeting. President s Report Karen Camacho Goal More communication with coaches. She will begin asking them to come to meetings. New Business Membership input None.

6 Motion to Adjourn Steve Collinsworth. Second Mike Lynch. Meeting was adjourned at 9:15 pm. Minutes submitted by Secretary Carolyn Bridges-McNierney NEXT BOOSTER CLUB MEETING - Monday, September 21, 7:00 PM in the Jacobs High School Media Center.