WVHS Athletic Booster Club Meeting Minutes

Transcription

1 1. Meeting was called to order at 7:02p.m. In attendance were: Kathy Felton, Carolyn Marple, Amanda Eicher, Maureen Connolly, Janice Lack, Wayne Palmer, Mike Rogowski, Michelle Johnson, Laura Campbell, Luis Rivera, and Dave Yonkers. 2. Last Meeting Minutes Approval Maureen suggested eliminating one word and the March 2012 minutes were approved as amended. 3. Open Floor Parents / Coaches / Other None. 4. President Report - Wayne Palmer 4.1. Report Will discuss under New Business. 5. Athletic Director Mike Rogowski 5.1. Report All sports are up & running. Cancelled activities for today, will make up Friday 4/20. Girls softball has their best start in years but all sports are doing well and Mike is pleased. Boys volleyball came in 2 nd in the Marist Tournament (Gold Division), and Badminton is 14-1 at his point. The back pillars of the football stadium stands didn t pass code due to erosion issues of the ground beneath. The district is looking in how to correct but we can t put people in those stands until they re repaired. Our track is due to be re-surfaced as well. Two track meets (Little Red Ribbon & Big Red Ribbon) will be held at Metea instead, and we have their approval to use their concession stand. We can either use their inventory & reimburse them or take our own items over to sell. It was decided to forego selling at the Little Red Ribbon meet this weekend because Phyllis is out of town this week & Amanda is swamped with Senior Sailabration preparation. With only 5 days left she doesn t even have time to gather volunteers to work it let alone time to cart all our inventory over there. Instead, we ll focus on plans to sell at the Big Red Ribbon meet on 4/28. No Track parents have volunteered to work it yet, but Amanda will circulate another plea. In regards to the planned district budget cuts effecting athletics, looks like we ll be able to keep some levels we originally thought would be cut but it s still unclear at this point and not yet finalized. 6. Administrative Liaison Jason Schmidtgall 6.1. Report- ABSENT. No report submitted. Executive Board Reports 7. Past President Dave Yonkers 7.1. Report None 8. Vice President Luis Rivera 8.1. Report - None

2 9. Treasurer Maureen Connolly 9.1. Report : It s been pretty quiet. Paid the district 15, for passes. PTA borrowed our credit card machine. We ve paid them based on the machine s sales reports & credit card receipts less they re share of the transaction fees proportionately which were deducted directly from our payment to them. The 2010 fiscal year is closed. The 2011 IRS intent to levy is still open but has been put on-hold for 6-8 weeks. Maureen is working with the IRS to clear this up. They ve been helpful but it ll take time to filter through their system. Financials show a $10,000 loss currently. Allocations are around $45,000 against a budget figure of $50,000. We expect about $13,000 in profits from the Golf Outing in June but those funds will go toward next year s activities. There will also be additional Warrior Wearhouse income with a couple of big sales days remaining this year. Motion to accept April financials. The motion carried unanimously. 10. Secretary Kathy Felton Report - February minutes (as amended & approved) were posted to the website. vote was conducted regarding an additional $500 donation request from the Senior Sailabration Committee toward replacing $2500 worth of damaged decorations. Vote results were 4 yes and 4 no and 1 abstain, resulting in a tie. We had planned to discuss & re-vote this evening however the request was withdrawn as ticket sales were more than expected & they could make up the shortfall themselves. Also, since the last meeting, there was an vote to approve a $100 Warrior Wear as a raffle donation to Still Middle School s Still Shuffle which is a fund-raiser toward Still s Fitness Room. The vote passed unanimously. 11. Membership Janice Lack Membership Give-aways- A general discussion took place regarding whether the lanyard really helps membership levels. Feedback has been positive and people seem interested in getting lanyards & want to know where. Football parents use them to hold the roster cards around their necks at the games. It s also a good way to start the conversation about joining Boosters. It was decided to budget about $400 at a $1 price point per each, and see how it goes. If economies of scale can be enjoyed by purchasing up to the next quantity break then we will, which is why the budget was set at about $400. One Lanyard will be given to Family Pass members at either the Green or Gold levels. We will sell additional lanyards for $1 each (or whatever the cost is) if a family desires to have more than 1. Additional discussion took place regarding incentivizing Gold memberships, and it was suggested that we give away one free concession stand popcorn per varsity event. There will not be punch cards or tracking of any kind, just by observation & the honor system. Motioned, seconded & approved Report New membership packets are being worked on. Will emphasize getting Spring sports involved earlier and in larger numbers.

3 12. Warrior Wear Carolyn Marple Report Not much activity as WWH has only been open one Friday since we last met (Spring Break ). Activities Night is this Wednesday (7-8:30pm) and the Fine Arts Festival in May will hopefully yield big sales. 13. Concessions Phyllis Ellam, & Amanda Eicher Report Phyllis was absent. Amanda has coordinators for all sports & thanked Janice Lack for her help in recruiting a volunteer for JV softball.. There was one deposit from Volleyball and that ll be it until May. Amanda & Phyllis sent out a List Serve request for Concession Directors for next year but got ZERO responses. It was suggested that they try again as the List Serve went out right around Spring Break when people are otherwise distracted. Also, Amanda will recruit volunteers for the Big Red Ribbon track meet in late April. 14. Fundraising Jill York & Leigh Ann Marrs Report: LeighAnn & Jill were both absent but Jill reported via that we sold $4,000 in gift card. She wasn t sure yet what percentage of that will be our profits Gary Zoet-Golf Outing Chair ABSENT: Wayne reported on behalf of Gary: Profit goal is $13,000 which looks attainable. Asks that we recruit golfers within our individual circle of friends to consider participating. 15. Scholarship Committee Chair - Ron & Linda Holzschu (ABSENT) Report Wayne reported on Ron s behalf: The 4 scholarship winners have been decided upon & approved. They will remain anonymous until they re announced at the Green & Gold Banquet on May 16 th. 16. Pig Roast Chair - Laura Campbell Report (Thanks from Wayne to Laura for her last minute efforts to get the Pig Roast flyer ready for mailing with the registration packets withabout 10 days notice). Laura reported that it was decided to eliminate sides and just go with sandwiches, chips & soda. Pork & Hotdogs meals will be sold for $6 and $5 respectively during pre-sales & 50 cents higher at the door. Famous Dave s pricing includes 4 servers. 17. Old Business Board/Officer nominations DONE Membership materials for school registration DONE Janice to get Maureen a figure for what we owe to IPSD 204 for passes. DONE Maureen to pay IPSD 204 for passes (per Rogo) DONE Wayne, Phyllis & Maureen meet to discuss team shares per concession hour worked TABLED Carolyn to send membership lanyard artwork to Janice for review. DONE Jason to arrange for the disposal old football concession doors. DONE

4 17.8. Web Site: Wayne reported that the project is underway. Steady progress is being made. We can offer membership registration & Warrior Wear sales on-line. Cost will be roughly $25 per month on-going operating costs. Wayne will outline all the costs in detai,l so going forward we understand what s involved Illinois charitable status: Received letter from Illinois Attorney General dated acknowledging receipt of our registration under the Charitable Trust & Solicitations for Charity Acts Action Items review/updated status: Wayne & Dave: Thank you notes will be written to last year s sponsors with a secondary purpose of recruiting them back into sponsorships this year. Wayne will help Gary in recruiting sponsors. 18. New Business Board/Officer Elections. The following is the slate of nominees for the Board/Officer positions (voting members): Athletic Director Mike Rogowski Administrative Liason Jason Schmidtgall President Phyllis Ellam Past President Wayne Palmer Vice-President Luis Rivera Treasurer Maureen Connolly Secretary Kathy Felton Warrior Wear Director Carolyn Marple & Tammy Kurth (shared vote) Concession Director OPEN Chairpersons (non-voting): Membership Janice Lack Fundraising Jill York & Leigh Ann Marrs Golf Outing Fundraiser Gary Zoet Scholarship Committee Chair Ron & Linda Holzschu Webmaster Cathy Kallas Pig Roast Chair Laura Campbell Motion to accept the entire slate of officers & club activities Chairpersons as submitted. Motion carries unanimously. Once a Concession Director is found there will be another vote to confirm their election Senior Sailabration additional funds request: The request was withdrawn. No discuss or action was taken Softball team Cancer fundraiser: The girls softball team is going to do a fundraising to support the fight against cancer. Fun events will be offered in hopes of gaining support during the Neuqua game on 4/30 and during the Metea game in May Yard signs orders are due tomorrow but Laura s only received 3 orders. Not sure if the spring sports coaches have put the word out?? Perhaps next year we promote through the parent team coordinators instead of the coaches and offer signs 3 times a year, (Fall, Winter, and Spring).

5 18.5. POW (Parents of Warriors update by Michelle Johnson) Had March meeting for parents with 44 freshman parents in attendance. 19. Meeting was adjourned at 8:12p.m The next meeting Monday May 21, :00pm WVHV room 111 ACTION ITEMS Wayne: Thank you bricks follow-up. Meet with Phyllis & Maureen to discuss team shares per concession hour worked. Continue website development. Recruit Golf sponsors & send thanks to last year s. Dave: Recruit Golf sponsors & send thanks to last year s. Maureen: Meet with Wayne & Phyllis to discuss team shares per concession hour worked Laura: Janice: Work with Carolyn on lanyard give-away. Kathy: Post March minutes as amended. Phyllis: Recruit volunteers to work Big Red Ribbon meet & find next year s Concession Director. Meet with Wayne & Maureen meet to discuss team shares per concession hour worked. Amanda: Recruit volunteers to work Big Red Ribbon meet & find next year s Concession Director. Ron & Linda: Carolyn: Work with Janice on lanyard give-away. Luis: Mike: Jason: Jill: LeighAnn: