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REPORTS:
LAST YEAR
ACCOMPLISHMENTS
There was a brief
review of the Board’s accomplishments last year which included:
establishing the Athletic Boosters as a non-profit organization, hosting a
successful Crab Feed, starting excrip donations as a fundraiser, and
receiving a grant of $100,000 for field improvement.
NEW BOARD
ASSIGNMENTS
Mike Smith will submit
an official resignation as President.
It was announced that the new Web Master is Roberta Kravitz (680-6622).
The Team/Coach Coordinator will be Mark Rittenour (671-7358). The team
coordinator will contact coaches at the beginning of each season to
improve communication and discuss with each coach what teams can do to
support the organization and what the organization can do to support
athletic teams. There was a discussion on contacting Athletic Director
,Jim Grace to try to set up a meeting with the Boosters Board and all
coaches at the beginning of each season. A suggestion was made to make a
folder to present to each coach with information (list of meeting dates,
escrip & membership sign up form, crab feed info, etc) and a request that
if the coach cannot attend a general meeting it would be helpful to attend
a general Booster Meeting to discuss team goals and needs. Cathy Wayne
will contact Roberta and Mark about the next meeting. Cathy McCaughey
will start to put together information for a coach’s folder.
VACANT BOARD POSTION- VICE PRESIDENT
A discussion was held about the vacant board position of vice
president. The motion was made, seconded and approved to combine the
position of Field Improvement with VP for next year only. If a volunteer
can be found to take over VP than the positions will be separate. The
positions will be separated again after next year.
TREASURERS REPORT:
Cathy Wayne passed out the report (see attached). As a non profit
organization we are required to fill out an annual report that includes a
Treasurer’s Report. Cathy pointed out that the bank statements do not
match the reported amount on the Treasurer’s Report because there are a
few outstanding checks that the Boosters have written which have not been
cashed yet by the payee to which the check was made out to.
Since the organization earned over $25,000 the Treasurer’s Report needs to
be reported to all members. It was suggested that all current members be
contacted by email and informed that the report is available on the
website.
The motion was made, seconded and passed to approve the June 30, 2003
Treasurer’s Report
APPROVAL OF MINUTES
A copy of the June 11, 2003 minutes were distributed to all members
present and reviewed. A motion was made, seconded, and passed to approve
the minutes as submitted.
FIELD IMPROVEMENT REPORT
Cathy Wayne brought up the need for Field Improvement to have income
for matching funds for grants that the organization is submitting requests
for. She would like the Board to consider ear marking half of the income
from eScrip to field improvement at the end of each fiscal year. After
discussion among members present, it was decided to table this topic till
the next meeting when more members would be present.
GOALS FOR 2003/2004 YEAR
The following were discussed as goals for the upcoming year:
Increase membership in the organization by 25. Boosters will attend
Student Walk-through. Parents will be required to attend Walk-through so
this is a good opportunity to ask for membership sign-ups and escrip
donations. It was suggested that Boosters have a person who speaks Spanish
to help with sign-ups.
Increase eScrip by 200 members. The weekend sign-ups outside of
Safeway yielded the best results for this and Cathy Wayne will again
spearhead sign ups with athlete participation.
Establish a budget for Spirit Wear. After reviewing what was spent
last year ($6229.47) and the current vendor’s ability to fill an order in
7 – 10 days, the motion was made, seconded and approved to start with a
budget of $4000 for Spirit Wear.
Fundraising Events. It was suggested that the first Crab Feed
Planning Meeting be held in September to get an early start. Stan will
ask Laura if she is interested in co-chairing the event again this year.
Cathy Wayne announced that she has approached PTSA and Music Boosters
about reinstituting Bingo as a fundraiser that will be run by the three
organization with equal splitting of revenue. She will continue to work on
this. Spirit Wear will be ordered and again sold next year. Cheer has
been holding 50/50 raffles at sporting events. Cathy Wayne has approached
Kathy Dunn to see if Cheer would be interested in splitting the profits
with Boosters if Boosters can take over management of selling the raffle
tickets. This is being considered. It was also suggested that we have
second place prizes (a dozen Krispy Kreme donuts) to encourage sales.
It was suggested that if the school had a team mascot (s), this person
could help sell raffle tickets and also be present at events to help
promote school pride and spirit. Colleen Hughes will contact Jim Grace
and Mr. Palmer about the possibility of having a school mascot next year.
Grants. Cathy Wayne will continue to work on grants this summer.
United Way. A discussion was held on how to inform members of this
option of donating to the organization. Colleen Hughes suggested that we
include this in the Fall newsletter that is mailed out to all students and
also in the new membership letter that will be given to all athletes once
they join a sports team each season.
Student Athlete Participation. Last year several athletes participated in
helping to sell car raffle tickets or have people sign up for eScrip.
Cathy Wayne kept lists of participants. A better method needs to be used
to track participation for funding requests from teams. After a
discussion it was felt that this could be done by the Team Coordinator
using a binder that has separate sheets for each team. After an event with
student participants, the information of who volunteered could be recorded
under the appropriate team. Cathy Wayne will compile a binder to give to
Mark Rittenour for this purpose.
Attending Team Parent Meetings. All board members will try to attend team
meetings to discuss the Boosters organization. If a board member has a
student on a team it would help to contact the team parent to set up a
meeting and ask for membership and eScrip participation.
Coaches Meetings. The Boosters will try to coordinate with Jim Grace to
have a meeting wilh all coaches each season.|
ANNOUNCEMENTS
The organization has a storage locker at Monument mini-storage. The
cost is $50/month. Spirit Wear Inventory, files, and crab feed supplies
will be kept there.
Student walk through is August 28th from 2-8pm. Boosters will
be present to sell spirit wear and get membership & eScrip sign ups.
The next meeting is Monday August 25th at 7pm at Carl’s Jr Nob
Hill Center in Concord.
There being no further business to come before the meeting, it was
adjourned at 8:35pm
Submitted by:
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Cathy McCaughey, Secretary
July 1, 2003 |