WVHS Athletic Booster Club Meeting Minutes

Transcription

1 1. Meeting was called to order 7:34 p.m. In attendance were: Phyllis Ellam, Kathy Felton, Dave Yonkers, Luis Rivera, Nancy Springs, Tracey Durns, Janice Lack, Laura Campbell, Jill York, Maureen Connolly, Tammy Kurth, Jason Schmitgall, and Carolyn Marple. Last Meeting Minutes Approval Minutes from the January meeting were approved as written. 2. Open Floor Parents / Coaches / Other 2.1. Mr. Stipp introduced Chris Neibsch who will be Waubonsie s new Athletic Director as of July 1 st, He s coming from Larkin (Elgin) high school. Mr. Neibsch expressed how excited he is to be part of the Warrior community and anxious for July 1 st to arrive Mr. Stipp also reported that the GLOW party ended up being a good time for all after a slow first 30 minutes. It helped that Show Choir didn t have any competitions that weekend as they re the ones who like to dance and had a good percentage of the kids show up Lastly, Jason requests that anyone who hasn t taken the 5Essentials survey please do so. We re close to the 30% respondents needed to assure WVHS gets a copy of their results Coach Bergstrom was in attendance and thanked the Board for all they do. She wanted to address the questions/concerns the Board has regarding the video equipment she requested as it s very expensive. She s willing to share it with the boys soccer program as it s suited for outdoor use. She s currently using her personal camera equipment which is on its last leg. She takes film of the players for college scouts and game planning. She edits film and turns around the DVDs in one night and is usually up until midnight doing so. The new camera uses a flash drive which will speed up this process greatly. Also, she can begin editing the film on the bus rides home using her laptop if she wanted to. To date, she s purchased her own equipment, tapes, laptop, and provided all the labor, all on her own. She suggests the new camera shouldn t be available for just general check out to the entire athletic department because in doing so you lose some accountability in taking good care/maintenance of the equipment. During games, her Dad does the filming and she trusts him with handling the equipment as he s trained in how-to. Coach Bergstrom also suggests the athletic department in general consider standardizing on one video editing software instead of each sport choosing their own, but that would be something the new AD should be involved in. See for video samples among other things. 3. President Report - Phyllis Ellam 3.1. Report - Laura Campbell was voted in mid-term as 2 nd Vice-President to complete the spot vacated when Wayne Palmer resigned. Phyllis also welcomed back Dave Yonkers as our Past President and a long time Booster volunteer and supporter.

2 3.2. Girls Soccer video equipment allocation request: Based on Coach Bergstrom s presentation Phyllis asked for a motion to approved the allocation request: MOTION to approve allocation request was approved A general discussion ensued regarding how to properly recognize the Girls Bowling team s accomplishment of the State Championship this year. Nothing was decided other than the school will put up the usual sign in the wood gym and Dave Yonkers volunteered to see if the City of Aurora would add the girls 2010 soccer team State Champions and the girls 2013 bowling team State Champions to the road sign at Eola and Ogden Middle school night sponsored by Mr. Owles went well. He was a little disappointed in the turn out but there s always something to be learned from doing something the first time and we re all confident that subsequent events will gain momentum An opportunity was brought to Phyllis s attention to earn a $5,000 equipment prize from a company who s looking for a 5 minute video done by students on Safety in Sports. Phyllis & Jason Schmitgall will talk to the WVTV people to see if we can work with them on this Rogo received information on a spring Sports Clinic and Mr. Murphy has been asked to speak. Mike would like to split a full page ad ($100 paid by the AD and $100 paid by Boosters). The Board was confused on what exactly we d be advertising and to whom. 4. Athletic Director Mike Rogowski (ABSENT) 4.1. Report Jason Schmitgall submitted invoices on Mike s behalf. Last invoice from Girls Bowling, ice maker for trainer s room, and State sweatshirt replenishment. 5. Administrative Liaison Jason Schmidtgall 5.1. Report Great athletic year thus far. Boys swimming took 9 th in State overall and one relay team placed in the top 6. Good meet. GLOW party was good (sold over 200 tickets at the door). No school this Friday. PSAE is coming up and right after that is registration. (No deadlines yet). Calendaring meeting is to be held on 3/8. Boosters would like our 5K to be part of next year s calendar. Jason suggests making it part of Home Coming week (maybe the Saturday before to kick off Home Coming week 9/20 which is an away game). Julie Burke is interested in making it a PTA/Boosters run and splitting the profits. Something to think about. Executive Board Reports 6. Past President Dave Yonkers 6.1. Dave has agreed to step in as Past President. Dave is glad to help out and volunteered to take on the research behind the blue road signs to see if we can get Girls Soccer 2010 and Girls Bowling Vice President Luis Rivera 7.1. Report Indoor Concession Stand Status: Not done yet, been very busy. Talked with Rob today and they plan to do something within the next couple of weeks or during Spring Break.

3 8. 2 nd Vice-President Laura Campbell 8.1. Membership Form is being re-done. Taking suggestions we have some time (a week or 2). 9. Treasurer Maureen Connolly 9.1. Report - Special Olympics held their Senior Night and Maureen has heard nothing but GREAT feedback Senior Sailabration has requested a donation as is typical but did not ask for a specific amount. (The contribution has been set at $2,000 for the last few years). The letter mentions rising costs and decreasing student population so the Board feels perhaps it s time to consider bumping the donation up a bit. MOTION to approve a $2,500 donation this year. Motion was seconded and unanimously approved Maureen then discussed general financial activities since the last meeting. Current projections indicate a loss but there s a cash reserve to cover it. A second bank account was set-up to accept credit card transactions from the square. This was done so that funds could be moved as a batch into the operating account without each individual charge showing up on the bank reconciliation for the main account. (Would drive Maureen crazy). Maureen will keep the minimum balance in the secondary account and sweep the rest of the funds into the operating account every so often. MOTION to accept financials as submitted was seconded and approved unanimously. 10. Secretary Kathy Felton Report 1. December minutes were posted to the website. 2. vote was conducted to fill the vacant board position 3. An allocation request for the additional $442 for Boys Basketball was approved w/o a vote (under $500 so Phyllis, Rogo and Kathy approved it). The overage was due to more sets being ordered & not a quotation/pricing error. 4. Draft minutes from January were sent out 2/11 & again on 2/23

4 11. Membership Janice Lack Report Membership Form is being re-done. Gold members will receive one free popcorn at each Varsity event. The Gold member IDs will have a different look to them than Green members to make it easier/quicker to distinguish. In addition we will give Gold members one 10% discount coupon for Warrior WearHouse. The question arose as to how much the District might be charging for athletic passes for the school year. No one knows. We do know that passes must be priced the same by all 3 schools based on what the District charges. Will wait and see. 12. Warrior Wear Carolyn Marple & Tammy Kurth Report All Letterman jackets have been corrected ( Waubonsie patch was placed in the wrong spot on girls jackets). Raj is doing so at his cost. Boosters won t make any money on girls jackets (will break even). A list of refunds will be given to Maureen so she can process the refund checks to the purchasers ipad vs. Credit Card machine. The ipad has been purchased and the intention is to use the square to process credit card transactions. Tracey will help Carolyn & Tammy get it set-up and give them a quick tutorial on how to use it. Will cancel Wind River (current cc processor) once the square is up and running properly. Carolyn passed the invoice along to Maureen for payment. Carolyn thanked the club for providing food to her extended family during the week her Dad passed away. (Our sincere condolences Carolyn). 13. Concessions Tracey Durns, Nancy Springs & Michael Smith Report Tracey reported that she s heard back from coaches for Badminton and one other sport regarding their team meetings during which Tracey will try to coordinate volunteers to work concessions. Tammy reported that Softball will be meeting 3/5 and she ll Tracey with the start time. 14. Fund-Raising Jill York & Leigh Ann Marrs Considering ordering 500 WVHS car magnets. Carolyn will get a quote from the person who does our current decals to see if he s price competitive (he s local). The initial designs were shown and some feedback provided Laura Campbell - Pig Roast Veggies Subs from Jersey Mikes will be offered this year in response to those to inquired about a non-meat option. The Board discussed pre-orders vs. offering meals at the door. We still think it s advantageous to offer food for sale at the door without pre-ordering BUT let s price it higher enough to encourage pre-orders. Also considering offering our own hotdogs instead of having Famous Dave s provide them. Maureen asked Jason to make sure the Band directors are clear that meals need to be purchased and are no longer complimentary. The coaches were communicated with last year as seemed to receive the message but the message never reached the Band Directors.

5 14.3. Gary Zoet (ABSENT) Golf Outing Chair Monday June 10 th tentative date. 15. Scholarship Committee Jill York, LeighAnn Marrs, Laurie Barsotti Meeting mid- March to review applications. 16. Sport specific Team Parent Reports: Girls Bowling First in State. Thanks for the wonderful school-wide assembly Boys Swimming Ninth in State. Several relay teams placed higher. Jill requested that the Boosters consider paying the fees for the State Qualifiers and coaches to attend the IHSA sponsored dinner honoring them. $25 each for 5 swimmers & 2 coaches. MOTION to approve $175 allocation to pay for 7 attendees to the ISHA State dinner. Motion was approved. 17. Old Business Action Items review: 1. Maureen: Add Phyllis, Tracey & Nancy as authorized signers on checking account. (Keep) 2. Website Cathy Kallas is working with WVHS web design students to work on our site and she s also considering moving the host company to get a better design interface. There s a freshman student that Phyllis met with who will be taking over the maintenance of the website. We ll be moving the site to a host and maintenance program that this girl is familiar with. 18. New Business Jill York asked if the Boosters should get a Twitter account and the answer was quickly no. We ll just rely on the WVTV experts 19. Meeting was adjourned at 9:33 p.m. The next meeting Monday March 18, :00pm in Room WVHS