|
MINUTES
OF THE Ygnacio Valley HS Athletic Boosters, Inc MEETING OF
January 8,2003 A CALIFORNIA NONPROFIT PUBLIC BENEFIT CORPORATION |
| A general
meeting of the YVHS Athletic Boosters, Inc was held on January 8, 2003, at
7:11 P.M. at Concord, California for the purpose of a monthly meeting.
The meeting was called by Mike Smith, President. Written notice of this meeting
was sent via email and announced on the web site to all general members of
record on the books of the corporation at such time and with such contents
as required by the Bylaws of the corporation. |
| Attending
the meeting were: Ray Thibodeau, Cathy McCaughey, Judy Cranmer, Tab French, Jim Grace, Linda Wiley, Stan Wilson, Mike Smith, Cathy Wayne, Debbie Vaticano Six out of seven board members were present, which constitutes a quorum of the full board. |
| INTRODUCTIONS All members present knew each other so introductions were not necessary. |
| APPROVAL
OF MINUTES A copy of the December 11, 2002 minutes were distributed to all members present and reviewed. A motion was made, seconded, and passed to approve the minutes as submitted. |
| TREASURER’S
REPORT Linda Wiley distributed copies of the Treasurer’s Report. Currently we show a balance of $14,037.85 in the combined checking, savings, and petty cash. Of that total $5,350 is for car raffle ticket sales. A balance of $8687.85 is available (see attached report). The outstanding spirit wear balance was paid. There was an income of $0.79 from e-scrip (which was from August 2002 – the first month we enrolled for the program). |
| MEMBERSHIP
REPORT Debbie Vaticano reported that there are currently 138 members. It was suggested that when teams form their final roster lists, the coaches will be asked to give a copy of the list to the Athletic Boosters. The Booster Organization will mail a congratulatory letter to the parents/guardians of the athlete congratulating them and explaining what the organization does, how they can join, and how they can support their athlete and team by participating and joining the Boosters. This was felt to be an excellent suggestion. Debbie Vaticano will draft a letter. |
| SITE
COUNCIL REPORT There was no report since the Site Council didn’t meet in December. The next meeting is Monday January 13, 2003. Judy Cranmer reported on a statewide conference she attended on childhood obesity and the propensity to develop Type 2 Diabetes. She is an active member of the local coalition which is working with the Parks and Recreation Departments and School Districts in a community wide effort to combat this problem. The school district nutritionist, Kathleen Corrigan, is also a member of this committee. Mike Smith emphasized to the members that this health concern and community effort should be tied in to the organization’s pursuit of grant money for field improvement and a possible swimming pool, since these facilities would also benefit and be used by the youth in the community. Judy was thanked for her continued participation on this important issue and was asked to continue to give the organization updates. |
| FIELD
IMPROVEMENT REPORT It was announced at last month’s meeting that the school has received $100,000 from Measure A money for field improvement. Cathy Wayne will continue to research possible grants for matching funds from foundations after she completes her work with the car raffle in February. Jim Grace announced that old fencing from the baseball field will be placed under the home bleachers to alleviate the weed (bull thrush) infestation. Fencing will be placed around the bleachers to prevent balls from rolling under the bleachers. It is planned for six postholes to be placed on the field for the discus area when baseball cements their dugouts (see new funding requests). There is also a plan to use old fencing to build a storage area so that some equipment (track hurdles) can be stored. Jim is coordinating all this with the district, coaches and volunteers. |
| CAR AUCTION Currently 165 tickets have been sold. Fifteen additional tickets were brought in tonight. There are250 tickets out that people are trying to sell. Cathy Wayne will have the car displayed at the Safeway on Oak Grove this Saturday and at St Francis Catholic Church this Sunday. Besides selling car raffle tickets she will also be signing people up for Booster membership and e-scrip donation. Several athletes are volunteering to be present to help with raffle ticket sales. |
| CRAB
FEED REPORT Debbie Vaticano reported that so far we have received $3000 in donations including a $500 heart scan and an $800 Miracle Auto Paint Job. Members will be out this Saturday in downtown Walnut Creek asking businesses for donations for the raffle and silent auction. Ticket sales are just beginning with 26 tickets sold. The band has been booked and the contract is in the mail. Mike Smith will be meeting with Jerry Blake to facilitate negotiations on the restaurant’s pricing for the event. Mike also encouraged all members to buy their crab feed tickets soon so that we can get a head count to determine if we will require the entire restaurant this year. The price is $40 a ticket. The price will increase to $45 on February 1, 2003. |
| NEWS
FROM ACTIVE TEAMS Girls Basketball: Debbie Vaticano reported that the Girls Varsity Basketball team came in second in their tournament in December and played some exciting games. The tournament ran well with some physical facilities problems (no heat and no water to flush toilets) that have since been resolved. Boys Basketball: Jim Grace reported that the team is playing hard and well together. They have won their last two non-league games played. Wrestling: This is a group of young athletes who are developing into good wrestlers. The program has a lot of enthusiasm. Boys Soccer is 3-0 in league. Girls Soccer is excited about the season and playing hard. |
| OLD BUSINESS/FUNDING
REQUESTS ICE MACHINE Several committee members were able to look at the current ice machine we are leasing and would like to continue to pursue other options (buying a freezer and filling it with ice or buying a better ice machine). Grants or possibly purchasing used health club supplies and equipment were mentioned as options. The athletic trainer, Kelly Krause, will be asked to give the Boosters a list of what she would need to stock a classroom in order to plan the approach needed to secure these items. GYM FLOOR COVER Jim Grace received the replacements for the damaged parts. He asked that this request be tabled until he can assemble what he has. SPIRIT WEAR All spirit wear has been delivered. We are low on blue sweatshirts and have not been selling the gold sweatshirts. There is a proposal from the Heads UP sports shop to work with committee members to design a new baseball cap. The owner is requesting a minimum order of 244 caps if we decide we want a new cap. It was discussed that the current situation where the shop orders caps and we sell them seems to work best. The organization would then not have to deal with unsold inventory.( See alumni list regarding on-line spirit wear orders.) Mike Smith reported that he is still trying to encourage coaches who are planning on ordering t-shirts for their teams to order through the Boosters. The organization’s current vendor is offering t-shirts for $5 each. Coaches could charge what they feel is a reasonable price and both the Boosters and the teams would make a profit. Tab French will order Baseball t-shirts using this method and will report back on if this works well. WEB SITE So far this year there has been no student involvement with the web site. It was recommended that next year the Boosters should ask for a parent to volunteer to fill this position. The volunteer would not have to be a board member. This was felt by members to be a good suggestion. ALUMNI LIST Jim Grace reported that there was an actual “blue book” listing past alumni addresses. He will try to find a copy to give to the Boosters. The suggestion was made to use this list to sell car raffle and crab feed tickets. Alumni would also be notified of the Athletic Booster website. The goal is to use the website to also sell spirit wear items. If people are reticent to provide their charge card numbers on an unsecured site they can list their phone number and they can receive a follow up phone call to obtain this information. The other suggestion was to use two separate e-mails to list credit card numbers. Tab French suggested that it spirit wear ordering is initiated on line we should keep the options simple and then expand. It was discussed and decided that spirit wear order would be placed through the Vice President who would fill the order and then give the checks or financial payments to the Treasurer. Linda Wiley will also be registering on Alumni.com as a contact for alumni and the Athletic Boosters. |
| NEW BUSINESS FUNDING REQUESTS BASEBALL: Baseball requested $800 to pay for concrete to finish their dugout. Labor and wood have been donated. Doug Espland will be helping with the roof overhangs for the dugout. There is a field cleanup planned and Jim Grace is arranging for a dumpster to be delivered. Slats will be placed in the cyclone fence. The criteria for funding were reviewed. Fourteen families from baseball are booster members, the team is planning to raise $4320 on their own for uniforms, balls, hats, and fencing. The team is donating items for the silent auction. Their was discussion on all the improvements that were going to be accomplished and their tie-in to other improvements (cement will be poured at the same time for discus, used baseball fencing will be used under the bleachers). The Baseball coaches and families were commended for their efforts to improve their facilities and the support they received with donations and volunteers. The motion was made, seconded and approved to fund this request. BOYS GOLF: requested $500 for balls, bags, and hats .There was a brief discussion on the problems encountered by the team as a non funded sport that had to compete for practice time on local courses. Again the criterion for funding was reviewed. Golf has 4 families who are members of Boosters. They are fundraising by selling calendars. The motion was made, seconded and approved to fund this request. Meeting with AD, Coaches, and Boosters A discussion was held on the feasibility of being able to arrange a meeting with all the coaches in order to offer support and hear individual coach’s plans for their programs and possible funding needs. It was decided that logistically this would be impossible to do. It was suggested by Tab French that the Boosters put together a packet for coaches explaining the organization, need for membership and fundraising. It was also suggested that coaches come to at least one meeting of their choice during the year to present their program and possible needs that Boosters could assist them with. This was felt to be an excellent suggestion |
| There being
no further business to come before the meeting, it was adjourned at 9:35pm. Submitted by: ____________________ Cathy McCaughey, Secretary January 11, 2003 |