PV Sharks Booster Club Meeting Minutes

Transcription

1 PV Sharks Booster Club Meeting Minutes The meeting was held Monday, August 13th, 2018 at the PVHS Office Conference Room 7pm Attendees: Amy Pattison President Eric Frank Athletic Director Anna Pirgousis Vice President, Wrestling Tommy Reinheimer Treasurer Dayle Hoffecker Secretary, Boys tennis Christina Cush Director of Communications, Volleyball Molly James Membership, Cheer, former Booster Bash Meg Bradley Membership, Volleyball John Lazzara Past President Jane Rollinson TPC Tickets, Football Mindy Meyers Girls Lacrosse Andy Dykstra Box Lacrosse Grant Conway Boys Golf Victoria Cortazzoli Boys Basketball Sherbrooke Balser Girls Basketball Stephanie Cells Cross Country Kamie McBrayer Boys Soccer Chris Holder Softball Mark Calvin Football Seth Movsovitz Visitor President s Report Amy Pattison Amy called the meeting to order at 7:01pm: Welcome and thank you for coming! Introductions around the table were made - we have 16 of 24 sports represented today. We will follow the printed agenda as best we can to run the meetings smoothly, and will have time at the end of the meeting for questions, discussions, and announcements. The All-Sports Pass is for STUDENTS only. If you join Boosters and have a family pass, you don t need a student pass. There are 182 family passes (two paper copies with last names on them), but they are loosely controlled at the gate. Eric is asking for a tighter implementation because gate sales are compromised if kids sneak in that are not on a specific family pass. Perhaps ID s can be checked against a photo or actual family pass? Student All-Sports passes are plastic id s with student photos on them. To potentially be further acted upon: The Coach Survey Project

2 Secretary Dayle Hoffecker - The process that Dayle follows to arrive at the minutes is: Record the audio of each meeting, draft minutes in an inclusive and impartial manner, the draft minutes to the executive board for input, distribute the minutes via to liaisons and upload minutes to the website. If any correction is needed, please dayleellen@gmail.com. Dayle will make note of any corrections at the next meeting and upload corrected minutes to the website. The minutes are posted on line by clicking Athletics, Sharks booster club, downloads, meeting minutes. They are also ed out to all the liaisons. Minor corrections were made to last meeting minutes and were uploaded. Treasurer Tommy Reinheimer The Treasury Function for Boosters is structured as follows: Joan Romano is the Girls Treasurer and Mary D errico is the Boys Treasurer. All income (deposits) and expenses (proper approval and checks cut) for individual sports teams flow through those two. Tommy is the General Boosters Treasurer who oversees the other two treasures and handles the finances for the income stream allocated to General Boosters from each sport and Booster Bash apportionment that General Boosters receives. The only other person in Boosters that can write checks is Football, because they cut so many checks. Mary works closely with Football so that it runs smoothly. General Boosters expenses include capital projects such as the mower purchase, practice field maintenance, shortfall from the AD budget, and other items as approved. The 7/1/18 beginning net assets of General Boosters are $73, and the Net Loss from 7/1/18-8/13/18 is ($9,359.84) for a 8/13/18 net asset balance of $64, Boosters paid $9,600 to the Athletic Dept this period for the purchase of a new custom pull behind field mower. Eric said that large purchases also have to go to the County for their approval process as well, which is occurring for the mower. Eric will send Tommy a copy of the receipt for the mower purchase when it is available. There is an itemized expense report by vendor (who checks are cut to) that Tommy has included. If anyone would like this report for their own sport, please contact Tommy. Tommy and Amy are working with the AD to finalize and document the process for future capital purchases. Tommy and Girls treasurer, Joan Romano, met with Eric and his assistant, Debbie, August 3, to discuss the organization, financial processes, and controls. We d like sound financial processes to continue for future treasurers and also be a model for other schools. Tommy and Amy also attended the Coaches dinner on August 7 th and provided an overview of how the Booster Club works and the expense controls. Tommy has all the financial reports for anyone that is interested. To potentially be further acted upon: Scholarship criteria and policy remains to be addressed. Membership/Boosters Bash Molly James - This year s membership drive opened around May and previous members had until July 15 th to purchase membership for football seats with chair backs (completely sold out of this class of membership). Parking passes are still available. Last year, 240 total memberships were sold compared to 182 this year. The difference may be that less Cross-Country families chose to join Boosters this year. Eric encouraged parents at the CC meeting to join, and perhaps a letter from the coaches can help, so hopefully through time and encouragement membership will come back. In addition, Cheerleading JUST got a coach and some are now joining. Also, the Freshman Orientation and schedule pick up was set up differently this year, and Boosters could not sell to parents at a cafeteria table this year. Eric will make sure next year that Boosters will have a high visibility spot.

3 Eric believes that informed coaches should promote Booster Membership to parents, and he will discuss this with them. If a team has greater than 75% of their players signed up as Boosters, then the team s contribution to General Boosters for fundraising drops from 15% to 10%. Individual teams must communicate with Molly regarding the 75% membership number and she then contacts the treasurers who adjust the General Boosters contribution %. Remember that if sports have a player fee of say $225, they can join Boosters at the $300 level and $75 then goes towards boosters instead of joining separately at the lowest $150 level. They would also get any benefits of that higher level. Some teams do not run their team fees through membership, should we standardize this or keep it optional? Eric discussed other schools practices of running player fees through the schools account vs. a booster account, but does not propone making any changes to PVHS. There was a discussion about how Band can become involved with Boosters. Band might want to be on the Booster Bash Committee or be able to participate in Booster Bash. Boosters fund the maintenance of the practice fields and the PA system, and Band would like to give back. Band is a bit different from sports, in that they get a grade. Band plans to run a concession stand at the Senior night football game. Band discussed their working budget with Eric, and was afraid to lose 10% to General Boosters. Since we already sold out at last year s Booster Bash, having Band participate wouldn t necessarily bring incremental benefits to General Boosters unless the venue changed and more could attend. The Board agreed that there could potentially be an arrangement with Band. However, we d need to look at their financials, have some discussions with the Band Boosters, and understand how the two organizations could fit together to be mutually beneficial. Communications Director reported by Amy Pattison Welcome to our new Communications Director, Christina Cush! Cynthia Noye was our Communications Director last year, and she helped Amy this summer. Cynthia is transitioning Christina on how to do the website, blasts, and other duties. Amy started a Facebook page called Ponte Vedra Sharks Booster Club. Please like it :). After attending the Coaches meeting, Amy learned that most sports have a twitter account for communications. It might be a good idea for us to have one. Amy will look into that. Future potential project: a consistent website platform available for all the sports heads to use (and have a small manual for succession purposes). A marketing or IT Academy intern might be helpful for this project. Also, Mr. Richards is the media specialist at the school and might be a good resource. Athletic Director Eric Frank Welcome to our new Athletic Director! Eric is from Creekside. Eric has a hands-on management style and would like to have good communications here at PVHS. He plans to be at all our board meetings. Eric had his first quarterly meeting with all the head coaches. He thanked General Boosters for sponsoring the dinner from Bono s barbecue. He also hopes to have a year-end dinner with the coaches. The mower that was ordered is a new custom pull-behind mower that will extend the life of the other fairway mower used on game fields that will now be used less, so it is a good investment. We have a maintenance contract for an outside company to mow and maintain the practice fields as well. Chris Holder asked the status of the softball dugout timeline. Parent donors have been asking when the project will be complete, and were previously told dates that have already

4 passed. It has been approved. Eric will work on a specific date and will report about it at the next meeting. Before Eric came on board, PVHS hired 2 new Cross-Country Coaches (Dave Moritz & Rob Circelli), and the boys and girls teams have the two largest sports rosters in the County. Jerry Shephard was hired to come back as the softball coach. Melody Harding is our Cheer Coach. Mr. Gonzalez is our new Wrestling Coach. We hired Angel Morrison to be our interim Swim Coach, Coach Mo stepped down but will stay on in an advisory capacity. We have a Boys Tennis opening and a Dance opening. They are in the 10-day internal posting stage. We are looking for long-term coaches with integrity to build our programs. Vice President Anna Pirgousis Thank you, Anna, for stepping up for the Vice President position! Booster Bash was traditionally a role under the VP, and we ll work out the team for next year. Perhaps Anna could oversee Booster Bash, but not run it. So, we still need someone to run Booster Bash this year. Mollie s update from last year: We moved it from May (Sharkfest) to end of January 2018 between pro football games and PVHS sports conflicts. We rebranded it as Booster Bash and held it at 3 Palms where we sold out of the tickets and raised around $55,000. Molly had a 10-person volunteer team that pulled it off. 75% of ticket sales and auction sales (live and silent) as well as Shark tix sales goes directly to your sport. The remaining 25% of the revenues pay for the cost of the evening (around $20,000), with any overage going back into General Boosters account. The school donated 5 or 6 premium parking spots as auction items. TPC Chip in For Youth Fundraiser- Jane Rollinson Welcome, Jane! Chip In For Youth is a fundraiser for local non-profits. Each PVHS sport sells TPC tickets which are good for ANY ONE day March th, 2019 (earlier this year!) Other TPC tickets are date specific and sell for $60-$70 so our $55 are a good price. Each $55 ticket sold gives $30 back to Boosters who then gives about $27 to the sport that sold it plus a prorated bonus. The 2018 results are reported as follows: North Florida Jr. Golf Foundation sold 2002 tickets claiming the 1 st prize of $10,000 and PVHS sold 1304 tickets ($32,600 worth) claiming a nice $5,000 prize. Creekside came in 3 rd, selling 960 tickets. Congratulations to the PVHS 20 sports teams who sold tickets. If there are any new PVHS groups that want to participate, Jane will coordinate their codes with Eric. Other News- We have two really good golfers. Davis Lee is playing at Pebble Beach, qualifying at 10 under. Junior Stewart Sladen is playing at the Junior TPC which showcases the top 78 Junior golfers in the world. The NEXT full meeting will take place on Monday, September 10th at 7:00pm in the Front Office Conference Room. Meeting adjourned at 8:07pm Dayle Hoffecker, Secretary

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