Wisconsin Association of Cheer & Pom Coaches, Inc. Board Meeting Date: May 1, 2016 Paper Valley, Appleton WI Present: Buchberger, Evers, Gerdman, Gunderson, Jacobson, LaVelle, Luedtke, Meinel, Neitzel, Norrish, Pankow, Poeschl, Putra, Rahjes, Rietz, Saxe, Sura, Vernezze, Welke, Zabel Absent: Meeting was called to order at 1:16pm I. Approval of April Board Minutes A. Jacobson made a motion to accept the April 2016 board minutes as written; 2 nd by Buchberger. Motion passed. II. III. IV. President s report A. June committee meetings will be held in Green Bay June 25 th & 26 th 1. Putra will get information out to board members with times and location 2. Discussion of what committees needed to meet a. Dance will meet Saturday starting at 9am b. Apparel will meet after dance has concluded c. Fall Conference will meet on Sunday d. Cheer Committee will meet on Saturday at same time as dance e. Recognition will meet sometime on Sunday B. Cheer Score Sheet committee will meet on May 14 th in Stevens Point at 11:00am; meeting will be in Wisconsin Dells C. All agendas for committee meetings need to be submitted to Gunderson at least one week prior to meeting to be posted for membership. D. December Board meeting will be in Madison on December 4 th. Treasurer s Report A. Gunderson cannot close out competition as we are still missing financials from Southern Dance B. If anyone has a project or any expenses they foresee for next year let Gunderson know as soon as possible as she will have that included in August budget meeting. 1. The chair people of committees need to get information for budget into Gunderson as well. 2. Judge coordinators, tech people need to get budget requests to Gunderson 3. Having information prior to budget meeting makes discussion at budget meeting easier. Dance Committee Report A. Received some valuable feedback at Friday night s forum to take to the next committee meeting
1. Consensus about having teams cheer each other on from the side line is that they would like to continue to see this support of each other. 2. Discussed 3 vs 2 routines, consensus was some would take advantage of it but would not make a difference in coming to regionals or not. 3. Discussed how they would like to see regionals structures and awards. We will discuss and make a decision in June at committee meeting. V. Cheer Committee Report A. Venue for State Cheer 1. Kress at UWGB has been toured and the estimated cost would be $8300 without pipe, drape, chairs and tables. They will have control of concessions, parking is free, hotels are about 3 miles away. There is an area for vendors, rotation, and photos, They have 4 gyms so plenty of room for all state. There are a few other miscellaneous fees. 2. Putra stated that Pro Entertainment, Eric Zimmerman is who did the lighting at the Alliant and that we need to look into him to contract ourselves and not through someone else. 3. UWGB has a gymnastics meet that day as well and could do both but parking may become an issue 4. LaCrosse Center did not have our current dates open so we would have to move our cheer regional and state dates. 5. Alliant center we can now do our own contract which would be $16,900 with the stage a. We would still need to get lights, mats etc 6. Cheer State is not making money and is close to being in the red so our costs cannot go up. 7. Welke made a motion that we leave state cheer for 2017 at the Alliant Center and look into Pro Entertainment for lighting and continue to research to make a better decision for 2018. 2 nd by Rahjes. Discussion: Cheer committee will be charged with the job of finding a new site. Putra amended the motion to include that we will make a determination at the December board meeting. 19 in favor; 1 opposed; motion passed. B. Game Day 1. 2016 venue will be Portage High School on October 22 nd. An electronic vote was taken to determine this prior to the board meeting. 2. Proposed Budget a. Facility will not exceed $500 b. Judges panel 2 set of 3 for each cheer & dance. Some judges can do both. Depending on the number of performances we may only need one. c. Staffing by Portage Cheer; will provide concessions, admissions; custodial, DJ/Announcer, music system and security. Gunderson to send Luedtke a list of how many in each d. WACPC staffing; 1 registration, 2 tally e. Awards, want to maintain category ranking, red, white and blue. Remove 1 st place trophies for divisions and give them gold ribbons. We will need to order ribbons. Champion trophies 1 st through 3 rd. Approximately $500 increase in awards. f. T Shirts; pre orders only and would like to have possibly Shirts On Site come and do other things with our design. g. Gunderson stated we may want to give EmbroidMe a chance to bid on this as we use them for everything else and it would be nice to show our dedication in this way at least.
h. Registration will be $15.00 per athlete and they can enter as many categories as they would like i. Luedtke made a motion to suggest that WACPC will approve the expenditures for Game Day not to exceed $2000 more than was previously spent. 2 nd Welke. All in favor motion passed. j. The board moved that moving forward they would be in agreement with the decisions of the Game Day Committee; as long as they do not affect the competition financially. 2 nd Rahjes. k. Game Day philosophy needs to be determined and posted on the website for our members. C. Club Team Somerset 1. LaVelle brought to the board that the school is no longer funding them and making them a school club. Discussion on if they can still compete 2. Liability may be an issue; as long as AD signs the liability form we would be clear 3. Putra will call the AD when the coach forwards her the contact information. VI. Judge Coordinator reports A. Dance Sura 1. Sura would like to do all her training in the summer 2. Some online Skype training will be an option but she will have to figure out a way to do a group. 3. Dates will be announced at the June committee meetings 4. Would like to do in the Eastern, Western and Southern areas 5. Discussed going to 4 judges instead of 5 at regional sites; will be put on the dance agenda for discussion. B. Cheer LaValle 1. Cheer Judge committee will be meeting in a few weeks to collect stats for the June meetings 2. Will not be doing training until they pilot the new score sheets 3. Will have dates by the district meetings 4. If they need extra meetings this will be allowed. VII. Conference Reports A. Spring Fling Putra 1. Putra thanked everyone who helped and felt that the conference went very well B. Fall Conference Evers 1. Working on speakers and should have them confirmed by June meetings 2. Discussed Diamond Membership and ways to make it easier. Evers will discuss with Gunderson 3. Meinel made a motion to keep Diamond Membership for another year to see if it gets better. 2 nd Reitz. All in favor Motion passed VIII. Scholarship Report Rahjes A. We had 83 applicants this year B. Letters went out On April 28 th c. 20 scholarships were given out IX. Recognition A. Sportsmanship Welke 1. Dance was awarded to Wauwatosa West; Cheer was awarded to Pardeville based on the
recommendations that were received 2. This was voted on electronically 3. 1 coach and 4 athletes will get free admission to Fall Conference 4. Letters will be sent out and then Evers can reach out to these coaches about conference 5. Poeschl will order the plaques B. Hall of Fame Jacobson 1. Will coordinate this for presentation at Fall Conference C. Meinel inquired about the timeline of getting plaques for past board members 1. LaVelle was working on a list; Jacobson will help and Evers will look back in past minutes. 2. Committee will come up with a recommendation on timeline and getting these plaques to past board members X. Ethics report Rahjes A. No report to date; no complaints pending B. Ethics will meet in June. XI. Tech training Jacobson A. Jim Lord will be coming to work with our tech judges on June 4 th. 1. This will be held in Madison 2. Evers will help Jacobson secure a location 3. Board members will be able to come and meet with him in the afternoon; tech judges will meet in the morning. a. Head judges will be invited as well as tech juges b. Board members will not get paid mileage XII. Old Business A. Putra met with Empire Photo and they sold over $19,000 in panoramic photos which we got a cut of $4637.91 1. They do not want to be included in Game Day as they do not feel it is big enough. B. College Competition 1. Poeschl re opened the discussion of a college competition. We are non profit so event thought we had voted not to do it this can be re opened for discussion. 2. College teams, although some did not like it at cheer state, others really did and liked the opportunity to compete against other WI colleges. 3. When speaking to coaches they felt that doing an exhibition was just not the same. 4. Poeschl would like the board to consider giving the college cheer competition another try. 5. Luedtke stated that it came up in cheer committee and it was discussed that the college student s worker didn t have a chance to re group and connect. Some didn t understand why they were there competing. 6. Discussed that it may have to be in a different time during the day, possibly between the two sessions. 7. LaVelle stated that this wasn t consistent between cheer and dance as dance only does exhibitions for college. 8. If we do it again we need to charge the teams and rules need to be clarified 9. Gunderson made a motion to table the discussion and let cheer and dance committees discuss and bring proposal back to the board. 2 nd by Pankow. All in favor motion passed.
C. Poseschl would like us go back to live streaming and possible track wrestling could help us with this at our events. Gunderson will need contact information and specifics and costs for August meeting 1. Poeschl said they would do it for $150 and that they are not making a profit and that is how we would be able to do this 2. Poeschl will get more information to Gunderson D. Poeschl would like to see WACPC look into buying clocks for warm up area; will get prices to Gunderson for budget meeting in August E. USASF $30 membership will only be offered to Dance; Mary Wendt is checking to make sure but that is what she has been told. XIII. New Business A. All Star Dance 1. Evers brought a proposal to the board for All Star Dance Teams. 2. Since our All Star State Dance Competition was losing money and this year teams did not sign up we had to cancel. Some teams still would like to attend. 3. Evers proposed that on the JAM registration we would have a All Star Dance Youth Division and an All Star Dance Junior Division; at Regionals/State we would have a All Star Dance Senior Division. 4. Evers will discuss with Gunderson to see if this registration is possible and get potential costs together for August Board meeting and it will be discussed at dance committee. B. Update from WIAA 1. Gunderson attended the WIAA Sportsmanship meeting. They are completely redoing their sportsmanship guidelines 2. WIAA will be usingwas given part of our sportsmanship statement for this document C. Newsletters 1. Sura has taught Luedtke how to use our mail chimp for newsletters 2. Luedtke would like to use this monthly newsletter to educate and inform our members 3. Will put together a calendar of things that would go in certain newsletters and have it so people could submit things for the newsletter by specific dates. 4. Luedtke will put something together and let us know the deadlines etc to get out to the membership. XIV. Election of officers A. Discussion on which will be voted on first and per Robert s Rules we can vote to do it either way B. Gunderson made a motion to do executive elections for 2016 2017 by higher office first. 2 nd by Jacobson. Discussion: Do we have to vote on this every year or will it be put in either the constitution or board policies. All in favor; 1 opposed Motion passed. C. Election of Vice President 1. On ballot Evers, Luedtke, Poeschl 2. Nominees spoke on their behalf and left the room for the discussion. Closed discussion by board about the candidates. 3. Due to having 3 nomoniees there were 2 rounds of voting; Poeschl and Luedtke on final ballot. 4. Poeschl was elected Vice President. D. Election of Secretary 1. On ballot Evers, Meinel 2. Nominees spoke on their behalf and left the room for the discussion. Closed discussion by board about the candidates. 3. Evers was elected Secretary.
E. Nietzel will be leaving the board and was thanked for her years of service to this organization. Nietzel made a motion to adjourn the meeting. 2 nd by Welke Meeting Adjourned at 5:13pm