New Oxford Wrestling Boosters (NOWB) Meeting Minutes 12/16/13

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Samuel Theodore Crawford
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1 New Oxford Wrestling Boosters (NOWB) Meeting Minutes 12/16/13 I. Attendance: Rachelle Poust, Michelle Laughman, Chris Alpaugh, Bill Huffman, Dan Poust, Matt McFarland, Bill Laughman, and Kim Hockensmith II. III. IV. President calls meeting to order and welcomes those in attendance. Secretary s report: Minutes were approved via by President, no additions/changes made. Motion made to approve minutes made by Chris Alpaugh, Bill Laughman seconds. Treasurer s report: Keith was unable to attend tonight s meeting, however he spoke with Dan. Account balance still stands at $100. He is continuing to check into liability insurance in the hopes of having something set up by the first of the year and before our tournament as well as our fictitious name. It was brought to the Board s attention that Keith s son is no longer on the wrestling team; Dan said he will speak to Keith to see if he is still interested in continuing to be the Treasurer. Also noted that tonight and tomorrow there will be the Sweet Frog fundraiser, we will receive 15% of the proceeds made. V. Coach s Report: Coach McFarland attended an access meeting where he presented our agenda and membership list. Coach reviewed the financials with the school s activity fund. Recent purchase of video tapes for each high school wrestler to record their matches for review in order to learn from them, then give to each wrestler to keep. Also, the warm ups are in and paid to S & Z printing. Coach McFarland spoke with Coach Wagner regarding being proactive against ringworm. They were discussing having Lamnicil on site to give to wrestlers if they might think that they have ring worm. He is thinking to have 2 tubes at the high school and 2 for the middle school. Discussion about purchasing laundry rings to save time. Looking into cost of hotel rooms for the wrestlers/coaches/bus driver to stay in for the upcoming tournaments. a. School Activity Fund: Current Balance: $17, (tapes for wrestlers) - 2, (warm ups) $14, (Lamnicil/laundry rings) (hotel room Conestoga Valley) $14, b. Discussion about recent items being stolen during recent home match. Coach stated that he will talk with the middle school and advise them to bring their locks from middle school to the high school locker room-be proactive with locks on lockers and students should be notifying staff if someone is in the locker room that shouldn t be.

2 c. There was some discussion about the cost of coaching staff shirts that will eventually be paid for out of the NOWB fund-costing $321-once we have more money in our account we will hold an official vote. d. Matt expressed his and Coach Martin s appreciation for NOWB taking over running the tournament so that they are able to solely focus on coaching. There should be around $14,000 available for the tournament. Will need to pay for the trophies (purchase through Steve Storm); officials; and funds left can go toward supplies needed. Currently checks are being made to NOHS for entry fees our goal is that next year checks will be made directly to NOWB. e. Middle school singlets. Apparently there are some singlets in the middle school that are missing from last year. Apparently the roster states that the singlets are there, but they are not. Unsure as what may have happened with that. They should be okay with every varsity and Jr varsity having a singlet to wear as long as they are all the same for varsity. There was some discussion of getting new singlets and warm ups for the middle school and restock but this will not happen until next year. VI. New Oxford Tournament a. Concession Stand: Coach McFarland spoke with Brian Campbell who stated that we would be able to use the concession stand in the athletic lobby. He stated that the FFA will run 100% and we can discuss splitting the profit from sales there. Would like suggestions of items to be sold-mainly drinks and snacks, possibly hot dogs, soft pretzels and selling our OX wrestling hats). i. Shelia Hoffman has agreed to assist with soliciting donations for the concession stand. Kim will meet with her to assist. Also Vicky Wadell stated that she would be glad to assist with anything that we need and help to organize. ii. In regards to the baked potatoes, the Athletic Boosters had gotten them for $0.50 a piece for the football games. b. Social Club: Bill Laughman has been trying to get in touch with the person from the Club to reserve the pavilion for the weigh ins. He will attempt to reach Dave Myers again to reserve for Friday night. Need 4 scales for weigh ins. Looking at turning the heat on around 12 noon, and having weigh ins from about 3-5 PM. i. Bill Huffman suggested that we ask the Social Club to be the primary sponsor for the tournament. Kim will revise the donation letter and submit to Dan, Bill L. and Bill H. so that they may speak to Scott Bell to ask for a donation. They have a meeting on this Thursday 12/19/13, so this needs to be completed ASAP. (*Note: this was completed and we are awaiting a response from the Social Club.) c. Vendors: i. Chris Alpaugh had spoken with See Your Pix Photo from Dallastown. They are able to attend the tournament and take pictures during the whole event, including Beginning Champions on Sunday. They are able to have

3 a full crew set up with laptops, etc so that parents are able to purchase pictures of their child s matches and have them that day or have a PIN to where the parents are able to access the website and purchase items there. We will be able to receive 10% of proceeds made. Chris had spoken with another business, Action Sports, who stated they would only give 2% of the proceeds. Chris will call to confirm. We will have to also notify the appropriate individuals that those taking the pictures can have access in the gym. ii. Dan has confirmed with Ken Chertow to have a table set up for our tournament as well as the Beginning Champions tournament. There will be DVDs, gear, and giveaways available. It is thought that we may be able to receive some supplies (defense soap, etc) from Chertow instead of a percentage of proceeds. iii. Coach spoke with Steve Storm who stated that he would be able to design t-shirts to have for sale on site. He is interested in doing this, just needs to see if he has the manpower to do so. He would give us a percentage of profits. We would like to see some kind of standard template/shirt with New Oxford Wrestling Tournament on it as a stock image and then the shirts would be able to add any personalization. iv. Discussion of charging $25 per table for vendors to set up. Will check with Northern to see how much they had charged for their vendors in the past. d. Table Sponsorship: Patty Musselman stated that she will speak to Jane Rice from UTZ about being a possible donor for the tournament. Gettysburg Outlets were also brought up as a possible sponsor of the tournament. Will draft a letter for the Social Club to be the primary sponsor of the tournament. Dan stated that he will check in to having banners drawn up for those that do sponsor a table. e. Board decided to hold a parent meeting before the home match on 12/12/13. The MS meeting was well attended by approximately 25 parents and less for the HS since it was right after the HS match. It was decided to hold an additional meeting on January 8 th in order to solicit and nail down the help that is needed and donations. It was suggested that if needed we could contact some of the groups in the high school to assist. Owen Long was mentioned as a student to contact to solicit help as well as Student Council. i. Items needing manned at tournament: 1. Housing- Rachelle Poust says that we have this covered and all the students are housed. 2. Tables for matches-dan has the sign up sheet. 3. Security-Mr. Hartman has the sing up sheet. 4. Concession-there was nothing included with the packet of information that Christine Myers gave to Kim Hockensmith. We

4 will try to get in touch with Chris to see if she may have the sign up list from the initial meeting in September that some parents state they have already signed. (*note Chris does not have this, and Kim has drawn up a new sign up sheet for the January meeting.) 5. Trainers are set up 6. Coach has the referees set up with Ken Shafer as he is the actual tournament Director. 7. Admissions: Kim Ringrose and Sherry Rudisill stated that will be interested in handling this. 8. Weigh ins-steve Storm, Bill Laughman, and Jim Still 9. Having someone in charge of the lobby area where we will be having the vendors set up. 10. Stamps to be made with OX1 OX 2 and NOWB (Kim will check into this). ii. Trophies: Steve Storm got the trophies from Crown, the place in Shippensburg the past three years, Dan will check in with them. iii. It was suggested by Bill Huffman to notify Eastern Regional Police Department of our event as a courtesy. Board agrees. iv. Kim stated that she will get in touch with Patty Musselman to see if there is anything she is in need of. v. Currently there is a huge poster in the high school gymnasium of the Lady Colonials basketball team. The poster cost around $140. There was some discussion of having this done for the wrestling team; however, no final decision was made. VII. Old Business a. Website: The website is up and running. Anna and Craig Palmer are assisting with managing the website. Anna did mention to Michelle Laughman that she was having problems uploading pictures to the website. Unsure if there is a limit as to how many pictures can be uploaded or not. There was some discussion about having a Shutterfly account linked to the site so that more pictures may be uploaded. There is also a JH/HS Wrestling Facebook page where pictures can be uploaded by members of the group. b. Community Outreach: The even through the Red Cross would have been held during school hours and Coach did not feel comfortable pulling the students from school. Will look for something to do over Christmas break if possible. c. Warm ups/singlets: Discussion of developing the 50 th anniversary singlets. They may be able to be drawn up using Blue Chip Wrestling; however we are unsure how to go about purchasing the singlets. Would this be something that the kids would have to

5 purchase themselves? Could they be personalized? Unsure if we would be able to have them for the tournament. An idea was brought up to send an order form home to the parents to see of the interest in the 50 th anniversary singlet and go from there. It was also noted that Ken Shafer will have to approve the singlets. Will also check with Steve Storm for the singlets as well as possible clothing to order. d. Fundraising: a. Sweet Frog fundraiser to be held 12/16 & 12/17. b. 50/50-Game of chance-put on hold as we are not ready now. Some discussion about possibly asking NOFF to run one at the tournament and we could share the profits. VIII. Next Meeting: There will be a special PARENT MEETING on January 8 th at 6:30 pm for tournament sign up. NOWB next meeting January 20, 6:30 PM room 421 NOHS.

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