BOOSTER
CLUB MEETING MINUTES
September
8, 2009
Meeting
called to Order at 7:10 by Jeff Maas
Opened
in Prayer by Obie Galindo
Officers
in attendance: Jeff Maas -
President, Page Porter - Treasurer Nanette Hintz – Secretary, Todd Ivory –
Website Master
In
attendance: Board Members Renee Morris, Michelle Hunt, Jim Bowerman and Russ
Netter. Coach Stacie Erickson,
Coach Paula Butler, Kari Bankston, Fran Bowerman, Jeannete Adkins, Lisa Galindo
and VVCS Athletic Director Obie Galindo.
Secretary
Report: August
minutes approved with no changes.
Treasury
Report: Detail
of items was not available. Treasury
is now being run through the church/school accounts to use the non-profit
status. This changes some things
for Page as treasurer such as she will now have to ‘put in’ for checks and
we will be limited to cash on hand. As
for activity on the account: out
was $117 for spirit items, $1400 for coupon cards, money was spent in excess of
$700 for starting up the snack bar and $505 for BBQ expenses.
In was $817 from BBQ and $545 from Snack Bar.
Still out is the invoice for Beanies.
Jeff has a receipt for Page for propane.
Website
Update:
Todd has added all of the special events to the website.
There is a place to sign up for the Tail Gate Party!
The Varsity schedules are posted with a new feature of links to a map to
the away games. Todd will get the
JV and Jr Hi schedules posted soon with the links also.
Quite the awesome addition. As
always, a call out to ALL pictures and videos that anyone would like to have
posted. Forward them to Todd and he
will do his best to get them loaded. We
are always looking for items on the ‘Wish List’.
Snack
Bars:
First time open went well. Refrigerator
isn’t holding enough drinks for a hot weather big games so we will add coolers
and cups of ice during this time. Working
on volunteers. Have given a list of
times and dates to the CSF group for them to help.
OLD
BUSINESS:
A.
BBQ:
Went well. Collected 174
dinner tickets. Cake Walk collected
134 game tickets, football and golf games together collected around 50 tickets
and there was no count done on the drawing tickets but we sold quite a few.
Comments were that we closed down the kitchen a little too early, people
working the first shift kind of got left overs.
Too many drawings, got a
little boring towards the end. Other
than that a nice evening. Didn’t
remember to present the Varsity Club Patches.
B.
New
BBQ: Wheel broke. John Kilmer said
he will fix it. Thank you Jeff for
doing the research.
C.
Coupon
Booklets: They are here.
Started handing out to teams today.
1.
Going
out to teams this week
2.
Each
athlete will receive 4 booklets to sell.
3.
First
40 athletes to sell their 4 and turn in their money receive a FREE mini booklet
valued at $50
4.
Monies
will be due back on Sept 30.
5.
With
full Jr Hi teams we ran short with 300 cards so we have ordered 100 more.
Due to a miscount on the provider’s part we actually received 325 cards
on the first order. We will keep
the extras, provider only charged us for 23 of the 25.
6.
Giving
the same prizes as last year, $20 to top sellers on each team, $50 to the
overall seller.
D.
Athletic Director Conference: Obie
has brought the item of Boosters paying for conference fees to the group earlier
this year with no decision needed at that time.
As the time to register gets closer the issue was brought up again.
This item
NEW
BUSINESS:
A.
Veterans
Day: Sept 11. Invite all veterans.
Boosters will provide Free flags for first 200 fans and a free dinner for
all veterans. Nanette will print up
the dinner tickets and purchase the flags.
B.
Tail
Gate Party: Obie will get Pastor Wayne to announce, tables, music, sound system
and stage. Nanette will talk with
ASB about judging, will print ½ gate tickets, get prizes together for contests.
C.
Grandparents
Day: PTF is looking for some spirit
items for door prizes. This was
brought up by Nanette and seconded by Michelle. Nanette
will get items to Dr. Byrd.
D.
Half-Time
Drawings: We do not have anyone to
build this and make it work. Without
a chair person do we just try to make it work, do we just forget about this
opportunity to make more money, find someone who would be willing to get items
for drawings and organize the sale of tickets and handle the halftime event of
the give away? It was decided that
we will once again put out the call for help on this one.
Anyone???
E.
Stadium
Chairs: Renee brought up the idea of purchasing the chairs again since there are
only 7 left. The sponsor was talked
about and minimums. Nanette will
get the ordering info to Jeff to review.
F.
Athletic
Directors Conference: AD Galindo
brought the item to attention in May about a conference he would like to attend
and thought maybe the Boosters could sponsor the registration fee for him.
It was tabled until a later date since he did not have complete details
at that time. Nanette brought up
the rule we had reviewed in another circumstance on CIF not allowing Boosters or
parents or other outside school sources compensating coaches in any way.
This led way to a long debate that came to an end in that CIF rules would
be looked at by our AD to determine if Boosters can pay for any training or
conferences or any thing regarding coaches.
Booster officers will need to go over these rules and decide if Boosters
are allowed to give to the coaches, are we interested in doing so.
Through all the discussion is was decided that when we do find these
things out we should review by laws of the Boosters Club and make changes to
reflect our findings so that we are constant in this and future decisions.
OPEN
FORUM:
Welcome to Russ Netter and Jim Bowerman who brought a new fundraising
idea. They are working with a
company called Wonderland Fundraising. They
do Christmas Trees and wreathes. After
presenting the general idea we opened for questions and comments.
In the end it was determined that we needed to wait until after the Admin
Meeting on 9/9 since the idea had also been presented to PTF and they are
looking for approval at that meeting to go ahead with Wonderland.
PTF is concerned with the minimum amount of trees that need to be sold
and may suggest that we work with them. The
idea of a choice box to donate profits to Boosters or church or PTF was talked
about. The point of deadlines was
brought up. We will be in between
to sports seasons with the Fall season already selling the coupon booklets.
It was decided that we could not ask or ‘require’ athletes to sell
these due to the deadlines. If PTF
is approved Boosters will send out info to all their parents on the availability
of the trees and wreathes and if they would like to order one or more the
proceeds would go to Boosters. No
requirements will be made. Boosters
will offer help in other ways if needed to PTF on delivery of trees and
disbursement of them. Jim stated
that deadlines and minimums may be flexible.
This will be discussed via email and officers meeting of regular meeting
if needed.
Welcome Coaches Butler and Erickson form Cross Country.
Nanette visited them at their parent meeting and asked them for any ideas
of things that Boosters could help them and their team with this season.
Coach Butler said that not a necessity but something that would be very
nice would be an EzUp in school colors and possibly customized with VVCS Royals.
This is an item that could be used for other sports also.
All felt this would be a great idea.
The only reference Coach had found was priced at $600 for a 10’x15’
or $400 for 8’x8’. Nanette has
called three different customizing local businesses and they do not do this.
Jeff suggested the EzUp store in
Calendar
items for the next month: Games,
games and more Games!
*Next
meeting
– October 5th 2009, 7:00pm in the Fireside Room.
Jeff
Maas – adjourned meeting at 9:00pm
Minutes
submitted September 28, 2009
Nanette
Hintz, Secretary