1. Meeting was called to order at 6:35p.m. In attendance were: Kathy Felton, Gary Zoet, Maureen Connolly, Janice Lack, Jill York LeighAnn Marrs, Wayne Palmer, Mike Rogowski, Jason Schmidtgall, Phyllis Ellam, Michelle Johnson, Carolyn Marple, Laura Campbell, Luis Rivera, and Dave Yonkers. 2. Last Meeting Minutes Approval February 2012 minutes were approved as amended. 3. Open Floor Parents / Coaches / Other None. 4. President Report - Wayne Palmer 4.1. Report Wayne wants to thank the Boosters Club in general and the officers for all the good we do for the WVHS athletic community. He stated that it s nice to see everything we ve been able to do in support of our mission. 5. Athletic Director Mike Rogowski 5.1. Report 2 bills turned in that need payment related to Badminton & Swimming. Spring teams are up & running and off to a good start. Lots going on as everything is cranking up. The nice weather has been a pleasant surprise and has kept the schedule intact. No new allocation requests. We know Cheerleaders need a new blue practice mat (about $5400 of which Rogo s trying to get 50% from his new equipment funds) and a new wind screen on the fence this spring for about $3,000. 6. Administrative Liaison Jason Schmidtgall 6.1. Report: 2012-2013 calendar is available except it doesn t have athletics yet. It will be posted to the website in pieces as time allows. It s a very busy season for Seniors as is expected. Jason will stay with WVHS but his duties no longer include being Director of Student Activities. He will remain on as the school s liaison to the Booster Club. Executive Board Reports 7. Past President Dave Yonkers 7.1. Report None 8. Vice President Luis Rivera 8.1. Report - Working on getting Cloud Nine to sing at the Golf outing. Having discussions with Mr. Myers. 9. Treasurer Maureen Connolly 9.1. Report : We filed the June 2010 & June 2011 Form 990s (returns for tax exempt organizations) without signatures. The IRS is claiming we filed late because of this. They re sending us the standard penalty notices but we owe no tax so Maureen is trying to contact them and get the issue resolved and cleared. Other than that, it s been a quiet time financially. Motion to accept March financials. The motion carries unanimously.
10. Secretary Kathy Felton 10.1. Report - January minutes were posted to the website. An email vote was conducted after the last meeting to approve $100 worth of Warrior Wear as a donation to the PTA Auction. It was approve with 7 yes votes and 2 abstentions (one of which was a non-response). 11. Membership Janice Lack 11.1. Report Will seek to recruit spring sport families memberships during the fall season (for returning players families as Freshman won t be known to us yet). 12. Warrior Wear Carolyn Marple 12.1. Report Will be selling Warrior Wear at the middle schools directly. Currently only need $10,000 more to meet budget with the Fine Arts Festival ahead of us, which is a big sales day. April 18 th is the Activities Fair which will bring in many graduating 8 th graders as well. Carolyn has the artwork from Raj for the membership lanyards. She ll send it to Janice. Carolyn suggests allowing 4 weeks to get the golf outing shirts since they re embroidered. They will be about $20 each and Gary is going to try and get a sponsor for them. Carolyn will do a final accounting (at cost) after the Fine Arts Festival (May 19 th ) but in any case prior to June 30 th. We ve got lots of Class t-shirts left for 2013, 2014 and 2015. Cost is $7 each but they re priced at $5 to help sell them quickly. 2016 is being sold at full price right now as this is the incoming Freshman class. 13. Concessions Phyllis Ellam (present), & Amanda Eicher (absent ) 13.1. Report Receipts are down by $400 but margins are up 8%. Should meet this year s budget just fine. Need another $8000 or so. Spring sports all have coordinators except for Track and Softball. Janice is the Varsity softball concession coordinator and she s working on recruiting a JV coordinator. The head Soccer coach (whose really cooperative with our concessions program) was informed that we have no place to sell Soccer concessions this season so we ll be doing so from from a golf cart. There s quite a concession following for girls soccer so we want to sell somehow, someway. We re trying to get a new cooler from Pepsi (approximately 2 weeks). The old doors from the football concession stand are still around. Jason will have them tossed. Health permits are done. Spring cleaning is needed for the football/track concession stand due to little critters being mischievous. Needs to be done prior to April 4 th. 14. Fundraising 14.1. Jill York & Leigh Ann Marrs Report: Will use the same letter & form for the Booster Gift Cards. Will go out by April 2 nd with a return deadline of April 13 th. Will be promoting them as great for Graduation gifts. Will put a pre-sale blurb in this week s announcements which will go out on Thursday due to ½ day Friday.
14.2. Gary Zoet-Golf Outing Chair Report: The contract has been signed with the course for June 11 th. The website is all set-up and linked from the Booster s website. The Save the Date flyer was emailed to everyone who attended last year s outing plus the football parents. April 5 th is a coordinators meeting. Gary s got all his coordinators lined up. Regarding a silent auction, it s going to be too hard having just finished the PTA s silent auction (can t hit up the same sponsors for donations). There will be 8-10 sports related items that will be auctioned off but not a large scale silent auction. Gary s asked 4 new people to get involved (parents of freshman) in helping to recruit sponsorships. We d love to find a company to sponsor golf shirts for about $2,500 so please keep your eyes & ears open for possibilities there. Things will kick into high gear after spring break but we re way ahead of the game compared to last year. 15. Scholarship Committee Chair - Ron & Linda Holzschu (Absent) 15.1. Report Ron reported via email the results of the rankings for the 9 scholarship applicants (without names). He noted that the margin of difference between the 3 rd & 4 th ranked applicants was only 0.06 of a point and requested that the board consider offering a 4 th scholarship because of this. A Motion was brought to add a 4 th scholarship for $1000, thus adding $1,000 more to the budget. Motion was seconded and approved unanimously with 2 abstentions. Many thanks to Laura Estes, Jim Lang, Rick Ossler, and Katie Theophilius for being the judges. 16. Pig Roast Chair - Laura Campbell 16.1. Report August 17 th is the official date for this year s Pig Roast. Any sports program can participate, not just Fall sports. Just make sure that teams don t offer the same things and end up competing against each other for sales. 17. Old Business: 17.1. Action Items review/updated status: 1. Wayne & Dave: Thank you notes will be written to last year s sponsors with a secondary purpose of recruiting them back into sponsorships this year. 2. Maureen: Invite the Plainfield East parent to teach us more about team shares DONE 3. Laura: Consider doing a Save the Date flyer for Pig Roast to be included in the Registration Packets. 4. Janice: Get Gary Zoet a list of all the Booster s email addresses for save the date email blast. Also, get Ron Holzschu a list of all the Booster contact information so he can recruit volunteers to score the scholarship applications. DONE 5. Kathy: Do Thank you notes for Boomer Ts and Meat Heads. Add Michelle Johnson to the Boosters-All email distribution list. DONE
17.2. Illinois charitable status: Received letter from Illinois Attorney General dated 3-2- 2012 acknowledging receipt of our registration under the Charitable Trust & Solicitations for Charity Acts. 17.3. Web Site: Project is underway. Lots of progress has been made. Will cost about $25 per month including 10 email addresses with storage. With E-commerce abilities we can sell Warrior Wear (but don t ship or deliver they ll need to pick it up). Can also sell memberships on-line and take sponsorships/donations on-line. Target is to have it done prior to school ending so we can do some cool things this summer. 17.4. Team shares based on concession volunteer hours worked. Plainfield East does this. They use Google Docs to coordinate volunteers and keep track of who does what to allocate shares by. The goal is to provide parents more incentive to work concessions. We also need parents to work concessions for the sports their kids are NOT involved in so parents can watch their kids play. The idea would be to strip out a piece of our allocation budget and allot it for team shares. Teams could earn those funds by parents volunteering. Funds go to the AD to funnel to those specific sports. Wayne, Maureen and Phyllis will meet to discuss an estimate of shifts needed and estimate funds to set aside and a method of how to value each share. 18. New Business 18.1. 2012-2013 Board/Officer nominations: Wayne has asked all current board members if they d be willing to re-serve. Those people include Luis as VP, Kathy as Secretary, Maureen as Treasurer, Carolyn as Warrior Wear Director, and Janice as Membership Chairman, but we need 2 new Directors for Concessions which will be hard to fill. Wayne would like to recommend Phyllis Ellam as the next President for the 2012-2013 school year. Tammy Kurth has volunteered to be Co-Director of WarriorWear with Carolyn. LeighAnn and Jill are willing to return as Fund Raising chairs. Elections will be at next month s meeting. 18.2. 2012-2013 Membership materials for school registration. Jason will look into what date registration packets are going out. It s changed several times for several reasons. 18.3. Discuss & establish a policy on directed donations & allocations, ie: a donation given for a specific purpose as directed by the donor. Per Mike Rogowski, directed donations can be made to WV Athletics and the AD s office makes sure those funds are deposited into that sport s funds. The business office will acknowledge the donation to the giver as tax deductible. The Boosters should be made aware of the donation when it involves athletic teams but don t need to participate in any handling of such funds. 19. Discuss a policy for pictures for student athletes. What is the criteria? Who decides? Who funds? Schedule? Mike Rogowski did some research on the policy and the other questions surrounding this issue related to the All-Conference Wall of Fame. The AD s office schedules & pays for the photos but it s the coaches responsibility to report their qualifiers. The criteria is that athletes must be All-Conference, All Area, First in Regional or Sectional of the State series, participated in a State Tournament in an IHSA sport, Varsity teams only. Uniforms must be worn for the photos.
20. Meeting was adjourned at 8:08 p.m The next meeting Monday April 16, 2012 7:00pm WVHV room 111 ACTION ITEMS Wayne: Meet w/phyllis & Maureen to discuss team shares. Dave: Maureen: Pay IPSD 204 for the passes as soon as possible (per Rogo), Meet w/wayne & Phyllis to discuss team shares. Laura: Janice: Get Maureen a figure for what we owe to IPSD 204 for passes. Kathy: Post February minutes as amended. Get Phyllis name of volunteer website G-Shep uses. Phyllis: Meet w/wayne & Maureen to discuss team shares. Amanda: Ron & Linda: Carolyn: Send membership lanyard artwork to Janice for review. Luis: Mike: Jason: Arrange for the disposal old football concession doors. Jill: LeighAnn: