Wisconsin Association of Cheer & Pom Coaches, Inc. Board Meeting Sunday, March 16, :30 pm Radisson, Menomonee Falls

Transcription

1 Wisconsin Association of Cheer & Pom Coaches, Inc. Board Meeting Sunday, March 16, :30 pm Radisson, Menomonee Falls Present: Buchberger, Derivan, Evers, Gerdman, Jacobson, Nass, Neitzel, Norrish, Pankow, Putra, Rahjes, Sura, Wieland, Welke Absent: Gunderson, Kerkman, Gunderson, LaVelle, Manske, Poeschl, Robole I. Call to Order Lorie Evers Meeting called to order at 12:31 p.m. A quorum of 2/3 is present. Evers acting president; Putra appointed to take the minutes. II. Minutes October board meeting Lorie Evers A. There was no December meeting. August minutes were most recent; the budget was shared in the August minutes. Correction name spelling for Suzi Robole. B. Buchberger moved to accept minutes as corrected; Welke second. Approved. III. Financials Amy Nass A. Current: Checking A $25,656 Checking B $117,908 Scholarships $ Emergency Money Market $50,004 Current card income checking acct $9,339 Total is slightly less than last year this time. We had All Star income last year by this time; we paid out 12K paid for FS video this year as well. We have fewer outstanding bills to date in comparison to last year. Any discrepancies as you view these reports need to be reported to Nass by May. She asked members to please accept the responsibility of checking her work. B. Outstanding income: All star dance competition, photography rebate, Spring Fling registrations. The coordinator stipends are not paid out until May. Board members who are owed a stipend, should inform Nass so it is recorded in this fiscal year. C. Observations regarding finances: We are in good standing financially, depending on Spring Fling costs. We did set aside $5000 in savings this year. For 2015, after month of May, Putra will have a firm handle on where we stand regarding conference costs and perhaps we could increase our scholarships. Evers proposed we could potentially set aside some of that money for judges and judges training related costs. D. Board was reminded that the all star dance proceeds will also improve our financial status when that is recorded. E. Board was reminded to cash checks as soon as possible. F. State dance admissions increased this year. Consider rotating admissions staff as the job is not desirable. G. Pankow made motion to place treasurer s report on file; Neitzel second. Approved

2 IV. Membership Report Sheila Buchberger A. Membership for coach/team registrations for 497 active members, 124 registered but did not activate membership with payment. Buchberger noted some of the124 are athletes and have been correctly deleted. B. Membership for Gunderson proposed to offer a membership discount if head coach registers their entire staff at same time, for example: the assistant coach would be $30 with no book, additional coaches/personnel would be $25 with no book. 1. Discussion: Web programming will need to be corrected to allow for discounted fees 2. Buchberger moved to advertise the $40 membership fee as an early bird discount, as opposed to verbiage indicating a penalty for later registration. Neitzel seconded. Motion passed unanimously. 3. Buchberger moved that the change to $50 membership occur on Nov. 1. Registration completed or mailed on or after Nov. 1 will be billed at standard membership fee. Neitzel seconded. Motion passed unanimously. a. Two cheer coaches registered last week. They need to be contacted as they probably thought they were joining for next year. New registration begins July 1 st. To avoid confusion Buchberger recommends, shutting it off online membership applications on line after cheer state. b. Tabled for further discussion. 4. Membership selection on line proposed to offer one to join as assistant coach, or team assistant in order to get in rotation could cost $30 or $35, $5 extra to receive a book. 5. Non coach member check off presently there could be eliminated. There were 19 non-coach memberships paid this year out of the 58 who registered. Some may register and not pay so they can receive all s etc. for free. Proposed only sending to active members. 6. Proposal for to have a WACPC board members selection that would allow free membership. Putra indicated she would not be in favor of this. Derivan said Ramlet and they are required to pay. Suggested we could increase tech coordinator stipend to include her membership. Neitzel indicated she was able to use her paid membership status to effectively respond to questions regarding costs at state. a. After discussion, it was decided not to pursue this suggestion. b. A check off box on the membership form will be added to indicate WACPC board membership and/or committee member, but still include the membership fee. 7. Buchberger proposed updating wording for membership. a. Receipt should indicate that forms mailed November 1 or later will need to submit standard registration fee (of $50 if that is the case, depends on memberships fees determined). b. Classification of roles listed on web for membership such as college, etc., clutters data base and is not utilized. Proposed we eliminate this c. All star currently indicates whether they are cheer or dance We will keep this differentiation so we know even though there is only an all star dance competition at this time. d. Buchberger proposed we include elementary to the classification with middle school. This will be added to the new membership forms. 8. Buchberger moved we do not mail rules books after January 1; Evers seconded. a. Pankow is concerned if we hold them accountable for rules, we need to send book or publicize we will not send them a book unless they check off indicating they would like it.

3 b. Pankow offered friendly amendment to have motion read we will not mail books after January 1 unless they check off indicating they would like to receive one; Jacobson seconded c. Motion to amend carried, one opposed. Vote on amended motion: one opposed, motion passes. 9. Consideration whether membership cards are still needed. a. We will ensure that each site has a list of current, paid members rather than issuing cars. b. Buchberger moved we include language with membership receipt that is ed that reads Members are entitled to admission to competition sites with proof of ID ; Pankow seconded. Passed unanimously 10. Consideration regarding whether or not we can arrange for credit cards to be used for membership payments. C. Sharing member information with outside groups Vendors would like membership information. Evers suggested a check off on membership application regarding sharing with outside vendors. We could then only sort members who approve to share their information. Nass indicated this used to be the practice. Consensus to have the two fields included. The May discussion will include proposed fees for receiving this information from WACPC. V. Competition Report A. Cheer 1. Northern Cheer: moving to Waupaca was proposed. Poeschl indicates it is a beautiful facility, and very suitable for our needs. The personnel involved are eager and supportive of our hosting this event. Evers stated Amy Marcom is very organized and very interested. She would not be a competing coach as she is a dance coach, and would be hosting a cheer competition. The travel would be easier than to Rapids. Jacobson moved to move northern regional to Waupaca. Rahjes seconded. Motion passed. One abstention. An executive board member will contact Wisconsin Rapids to indicate our change of venue. 2. Cheer committee confirmed a lot of talking points. Over half of cheer committee missing at earlier meeting this date. 3. If cheer committee wishes to meet in May at Spring Fling, a room can be arranged. B. Dance Lorie Evers 1. No discussion from dance committee regarding venues. 2. Dance committee voted to recommend Ramlet as cheer contact for tech and Jacobson as the dance tech. They will work together as the tech team. Evers moved head tech be co-chaired, with Ramlet as cheer and Jacobson as dance to make the teching more efficient; Buchberger seconded. Motion passed. One abstention. VI. Conference Report A. Spring Fling Sue Putra Putra reported sectionals available. On line registration will likely being tomorrow. She will registrations and schedules to board members to share with districts

4 B. Fall Conference Lorie Evers 1. Evers is looking for big names for dance and cheer. Dan Sapp is being worked on (PACE) Debby Love is a possibility for cheer. 2. Suggestions for speakers need to be ed to Lavelle and cc d to Evers, include something for All Stars. Evers plans to have an opening session and a closing session. 3. Quite a few breakouts planned for Saturday, with some repetitions. 4. The new location will be at Wilderness in the Dells on Nov Theme yet to be determined. Facility is beautiful but the ceilings not as high (16-18 ft.) so probably no basket tosses. Lots of possibilities for learning, however. VII. Recognition Report Amy Nass A. Sportsmanship 1. Most nominations are self-promoted from parents/fan and most nominations aren t really valid this year. 2. Sura recommended that next year we include ballots with judges' folders, give all coaches a form to turn in at regionals and state. 3. Regarding this year s awards, it was suggested to send out an to members asking for recommendations. 4. Putra recommended Ashwaubenon Dance. Evers recommended Kaukauna Middle School Dance. B. Hall of Fame Jacobson will the list to all again and then committee will back and forth to finalize next year s recipients. VIII. Communications Report - some discussion tabled until May IX. A. Web site discussion regarding continuing with current website provider. Rahjes reported she could not register stunt group online at all. B. Year in Review Pictures have been sent to P.O. Box. The lack of pictures has hindered progress. Efforts will be made to find pictures immediately Old Business None at this time. X. New Business A. Social media wording added to Code of Conduct for board and workers. Wording will be discussed in May. B. Conference attendance 1. Proposed Kerkman and Ramlet to attend Cheer Forum. Ramlet declined. Jacobson was suggested. Forum to occur second weekend in July in Las Vegas.. Flight room/$600 each, with an estimated total cost approx. $1420 total for two people. New National Federation Rules are announced and explained in depth there. Proposed the participants offer substantial report at August Board Meeting Pankow moved to send Kerkman and Jacobson to Cheer Forum; Rahjes seconded. Motion carries. One no, one abstention 2. Proposed to send Derivan, Jacobson, Evers, and LaVelle to Chicago USASF Regional meeting Chicago June 20-22, Jacobson recommends adding Ramlet and Jessica Pankow to the list of people. Rahjes moved to send six to USASF in Chicago; Neitzel seconded. Three abstentions motion carried.

5 Information: JAM University June Coaches conference. Discussion: conflicts with Dance Committee meeting may need to change committee meeting date. C. District meetings - dates: August 11, 12, Evers suggested that we hold meetings on different nights to facilitate tech judge attendance. They will be able to divide each group into cheer/dance and address concerns appropriately. 2. Dates: D1 will meet in Menomonee on Aug 13, 2014 at 7 p.m. Districts 2+3 will meet together at Waupaca August 14, p.m. Districts 4+5 will meet together at Pewaukee Aug. 11, 2014 at 7 p.m. District 6 will meet in LaCrosse on Aug. 12 th at 7 p.m. These sites will need to be confirmed by May meeting. D. Nominations for executive board positions, elections to be held at the May 3 board meeting 1. Amy Nass announced that she is resigning from WACPC Board. May will be her last meeting. She would be available for secretarial tasks as needed by the board. 2. Nominations for interim treasurer Nass nominated Gunderson; seconded by Welke Nietzlel nominates Pankow; Buchberger seconded. 3. Nominations for vice president Buchberger nominated Derivan; seconded by Nass. Jacobson nominated Gunderson; Nietzel seconded. Wieland nominated Lavelle; seconded by Pankow. 4. Nominations for secretary Jacobson nominated Evers; Rahjes seconded. E. Empire proposed new format for rotations for photos. This will be placed on the May agenda. F. Future meeting dates discussed. June 27 committee date is a conflict with JAM U so this will be discussed by executive board. Dance committee will be meeting May 3 at Spring Fling; cheer committee may as well. XI. Adjourn Jacobson moved to adjourned; Neitzel seconded. Motion passed. Future meetings/events: Spring Fling May 3-4, Johnson Creek Dance Competition Committee May 3 Johnson Creek Board Meeting/Elections - May 4, Johnson Creek Committee Meetings June 27-28, location TBA Board Meeting August 9, Stevens Point Board Meeting/Game Day October date TBA, Deerfield Fall Conference November 15-16, Wilderness Resort, Wisconsin Dells Committee Meetings/Board Meeting December 7, Madison Minutes are unapproved. Respectfully submitted: Susan Putra District V Rep, 3/17/2014