Wisconsin Association of Cheer & Pom Coaches, Inc. Board Meeting Sunday, August 10, :00 pm Deerfield Elementary School

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1 Wisconsin Association of Cheer & Pom Coaches, Inc. Board Meeting Sunday, August 10, :00 pm Deerfield Elementary School Present: Buchberger, Derivan, Evers, Gerdman, Gunderson, Jacobson, Kerkman, LaVelle, Neitzel, Norrish, Pankow, Poeschl, Putra, Rahjes, Robole, Weiland, Welke Absent: Manske, Sura I. Call to Order 10:05am II. Minutes from May meeting Lorie Evers A. May Board meeting minutes name spelled wrong to be corrected. B. Meeting dates listed in minutes will be changed and will be discussed later in the meeting. C. Putra made a motion to accept the minutes with changes. Derivan second motion. All in favor; no opposed and no abstained. Motion passed III. Financials Michele Gunderson A. Current financial report/status of year 1. For our non-profit status we need to keep our profits close to zero. 2. We are starting to level out so as of now our profit is $39, which is $11, more than last year so $10,950 more will be budgeted for necessary items this year. B. Budget comparison/2015 budget 1. Compared the past couple of years and discussed where to cut and what needs to be added. 2. Online payment options we will look into are PayPal, Intuit, and Jack Rabbit. Derivan will check with Ngin to see if we can link one of these to our website and what the fees may be. 3. We need to find out what are our individual liability coverage is with our current insurance; concerns whether it will cover the board and individuals. Gunderson will find out what our insurance covers for board members and inform board. Additional budget for $3,000 in the event we need to up our liability for adequate board coverage. 4. Fall conference will need to be increased to $50,000 and Spring Fling to $14, due to changes in venue and to offer more to our membership. 5. Addition of $ budget for office equipment which is $3, for previous year budget. This will include 2 projectors, 2 sets of speakers, a new treasurer laptop and all software. 6. Will continue to award 20 scholarships since we have the profit available. 7. We will continue to hire out for videos which have been received greatly by our membership. 8. With proposed changes the budget for will be $ Welke made a motion to accept the WACPC budget as discussed with the recommended changes. Rahjes second the motion. Fifteen members in favor; no opposed and one abstained. Motion passed. C. Worker pay grid 1. Discussed board of directors working state events and fairness in stipends and additions of workers a. Registration booth at both state events is now at 2 workers will increase to be up to 4 workers at a stipend of $50.00 each so that workers can rotate. b. Ticket sellers and program sellers at admissions at each state event is now at 4 will increase to up to 8 at each event at a stipend of $50.00 each.

2 c. Practice room supervisor (rotation) at state events is now 2 will increase to up to 4 board members only at $75.00 each. Groups are hired to do most of this work so this stipend is only for non-group workers. d. These increases will be for board members/non-group members; all other worker grid stipends and pay will stay the same. e. Each site director will get a list of what they need to supply for workers and the total, lump sum, which they will be paid for these workers. Venues will continue to receive 15% of admissions at the event held at their school. f. Added to worker grid: on site day of even site director stipend of $ for the day. g. Gunderson made a motion to make the above changes in the worker grid as discussed. Neitzel second motion. Discussion to clarify on site director responsibility, assistant site director and day of site director. All in favor; no opposed and no abstained. Motion passed. D. Door prizes at district meetings 1. Last year only two of the door prize certificates for $25.00 WACPC money were used. 2. Putra made a motion to appropriate funds of $25.00 of WACPC money for every 20 people that are in attendance at any one district meeting; not including board members. If there are less than 20 in attendance one certificate will still be given out. Rahjes second motion. All in favor; no opposed and no abstained. Motion passed. 3. Certificates will be made and given to winners at the meetings. Gunderson will forward a certificate for board members running meeting to use. IV. Membership Report Sheila Buchberger A. Membership numbers to date: 119 registered, only 39 paid. B. By 3:00 pm August 11 Districts 4/5 will need most updated list of paid members. An updated list ed to the other districts by August 13 and August 14 for their use at the meetings. C. Anyone running for a district representative must have their membership paid before running. D. There is a spot on the membership registration for sharing information with outside groups; we can make a list of those who allow their information can be shared E. Periodic membership lists will be sent to board members as needed. The current list along with list should be used when sending out reminders until we are further into this year s registration. This will be done again in 2-3 weeks. F. Buchberger will be handing over membership for this year to Pankow. G. Discussed membership will have to be done manually from time to time; example when assistant coach comes in later in the season or for coaching changes midseason. These will be assessed and dealt with on an individual basis. V. Competition Report A. Cheer Julie Kerkman 1. Game Day status a. Registration is not up yet. b. Building and field have been secured at Deerfield High School. c. Jacobson sent an to the board with new divisions will be forwarded again by Evers. d. Fees will stay the same. We will go with the new divisions; there are now divisions for dance as well. e. Discussed minimum amount of teams to hold event by should be decided by October 3. f. Welke made a motion that on October 3, Jacobson, Poeschl, and Gunderson will make a final recommendation based on registration if competition will be held. Nietzel seconded the motion. All in favor; no opposed and no abstained. Motion passed. g. This potential for cancellation will be communicated via a district and at district meetings. 2. Regional realignments complete by counties rather than simply by schools. 3. Discussed Eau Claire North and Eau Claire Memorial coop cheer team. Both school boards

3 Have approved the coop. Eau Claire would like verification from WACPC that they can compete and WACPC will need verification from schools that this has been approved. Weiland will provide WACPC with verification from the Eau Claire School Board for coop. Kerkman will provide Eau Claire with the information they need for WACPC competition eligibility. 4. Stunt Group Change a. WACPC would like stunt groups to have more elite stunts. b. Athletes will not be able cross over into more than one stunt group. c. Discussed for 2016 having a qualifying stunts and have a qualifying video sent like is done for all state. There would be no $50 charge to submit video to qualify. If a stunt group would qualify then they would register and pay $50. Cheer committee will discuss further and make final recommendation for 2016 after evaluating the stunt group competition for B. Dance Lorie Evers 1. Evers shared with the board the regional line up process for this year. a. The regional line up will be done by video on JAM weekend and the video will be posted on the COACHES ONLY page of the WACPC website by Sunday January 26th. b. Committee agreed the board members doing the regional line ups should not be competing coaches. c. This will be discussed with coaches at district meetings. 2. Failure to report rule a. If teams fail to report in the hole at the appropriate time they will be assessed a 5-point deduction. b. If a team does not show up for a performance at the appropriate time whether the competition is ahead or behind schedule, they will be assessed an additional 5-point deduction. 3. State line up template a. WACPC will know by the weekend of JAM the number of teams in each division and the number of qualifiers coming out of each regional. b. There should be no late registrations at that point. c. The state dance line up template will be posted by January 26 with the full line up to be posted by February 2. Line-ups will be posted on the COACHES ONLY page of the website. 4. Tech rules grid and glossary for dance coaches has been created by Jacobson and will be discussing at district meetings. 5. Committee discussed judges not being able to quickly talk about performances. Wisconsin is one of the only states where the judges do not have the opportunity to talk very brief as a panel, after each performance. a. Agreed that we need to let this happen to help more consistency. b. All sites need to give the judges more space if we let them discuss performances. 6. Copying choreography a. The committee understands that a team may have paid a choreographer. We need to let coaches know that they need to be aware of the potential of this occurring especially if they are paying a choreographer. If WACPC is notified of a team copying choreography, the coach will be contacted. At regionals teams will be given a warning if we are sure of copied chorography. If choreography is not fixed by state, it will result in disqualification. b. Copying choreography is hard to prove. If we find blatant copying and it is reported to WACPC by the coach whose choreography was copied, we need to address the issue with the coach who copied the choreography. 7. The number of sites for 2016 dance regionals was discussed; the dance committee voted that they would like to see dance regionals go to 4 sites to, North Western at New Richmond, North Eastern at Kimberly, South Central at Watertown, and South Eastern at Kenosha Indian Trail.

4 8. Evers made a motion to move to four dance regionals in 2016 if logistically possible. Discussion that we would have to have enough judges and workers for this to happen. Gunderson seconded the motion. All in favor; no opposed and no abstained. Motion passed. VI. Conference Report Lorie Evers A. Putra verified the dates for Spring Fling to be May 1-3, 2015, in Johnson Creek once again. B. Evers shared updates on Fall Conference. Many new faces for speakers for this year; will be spending a bit more money for this, but feels it is worth it for our membership. C. Cheer coaches that bring athletes will have to get stunt progressions checked before opening session; there will be a time on Friday night and Saturday morning for them to do this. D. There will be coaches-only social on Saturday night from 7:00-9:00 pm. Board members are encouraged to attend if they are at conference to network with members in attendance. Vendors and speakers will also be encouraged to attend. E. The General Membership meeting will be on Sunday morning. F. Evers will be sending out an to verify rooms and attendance; board members will need to reply to this as soon as possible. VII. Recognition Report A. Hall of Fame Julie Jacobson 1. We will be sending notifications to Betty Steger, Just For Kix, Tina Zamjahn, Shawna Landes, and, Cherokee Greendeer so that they know before it is announced at the district meeting. 2. They will be recognized at lunch at Fall Conference 3. Poeschl would like for Dorothy Wentland to be added as an inductee for She has the oldest all star gym in the state and was a pioneer in the all star cheer world; discussion on inducting Dorothy for Poeschl made a motion to induct Dorothy Wentland of CYC All Stars to the Hall of Fame Class of 2014 Inductees. Rahjes seconded motion. All in favor; no opposed and no abstained. Motion passed. B. Scholarship Julie Kerkman 1. The 2015 application is online. 2. Last year we received many incomplete applications. 2. It needs to be communicated that applicants need to wait until end of January after first semester grades are out and send everything together and complete to be considered. C. All State 1. Derivan will oversee all state and scholarship. 2. There will be some redistribution of duties within the executive board. VIII. Communications Report Michele Gunderson A. Web site/ s 1. WACPC s will be changing. Photos, treasurer, website, tech, possibly marketing will have specific s. 2. Gunderson will get new passwords to appropriate board members. 3. Board members in charge of any WACPC s need to check regularly and respond quicker. Members are complaining of no responses or slow response time. This also applies to district representatives. B. Year in Review 1. Year in Review is complete and sent to members. 2. There will be extras for Fall Conference. IX. Old Business A. District meetings verify locations/dates: Monday August 11 D4/5 Pewaukee Wednesday August 13 D1/6 Menomonee Thursday August 14 - D2/3 Waupaca High School

5 B. Finalize District Meeting Agenda 1. Board members will all have a part in the district meetings. 2. The PowerPoint and outline will be sent to board members prior to meeting. 3. Jacobson will have copies of grid and glossary for dance coaches. 4. Reminder that whoever is running for a board position cannot run the election. 5. Historically at large are chosen from the people that did not get elected as a district representative. Some are asking to just be on the board as an at large member without running. Discussion: members will need to know that they will need to run to be considered at large 6. Completed ballots should be mailed to Derivan. Members that are not at the meeting can absentee ballot by September 1 if their membership was paid by the date of their district meeting. 7. At district meetings we really need to emphasize our honors: coach of the year, scholarships and, sportsmanship. X. New Business A. Cheer Forum 1. Kerkman and Jacobson shared information from the meetings including Athletic Director of the Year, spotters in rotation, and tech judges in rotation at events. 2. In many ways, WACPC/Wisconsin is leaps and bounds ahead of other states and many asked for information from us. 3. WACPC will use one of the ideas from Cheer Forum: For rules clarification from techs, schools will need to submit a video with school name in subject and asking about a specific rule. This will help coaches use the book more. The video they send must have vies from the front, side and back if appropriate. B. Competition workers 1. Kerkman will send out an about hotel needs for events and will need information the immediately or rooms will not be available. 2. Everyone needs to ready work when they can; sign up for worker commitment will be at the October meeting. Motion to adjourn the meeting at 2:05pm Gunderson; Neitzel second the motion. Future meetings/events: Committee Meeting/Board Meeting/Game Day October 18-19, Deerfield Fall Conference November 15-16, Wilderness Resort, Wisconsin Dells General Membership Meeting November 16, 2014 Wilderness Resort, Wisconsin Dells Site Director/Competition Committee /Board Meetings December 7, 2014, - Madison Holiday Inn Board Meeting - April Fox Valley Area Spring Fling May 2-3, 2015 Johnson Creek Board Election Meeting May 3, Johnson Creek Committee Meetings as needed - June 27-28, 2015 Board Meeting August 2, 2015 District Meetings Week of August 10, 2015

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

Wisconsin Association of Cheer & Pom Coaches, Inc. Board Meeting Sunday, March 16, 2014 12:30 pm Radisson, Menomonee Falls Present: Buchberger, Derivan, Evers, Gerdman, Jacobson, Nass, Neitzel, Norrish,