Coaches & Captains Meeting Boosters Board Meeting - League Athletics
LS Boosters Meeting Minutes October 13, 2015 Attendees: Cheryl Boland, Laura Semple Walsh, Dave McCormick, Jamie Vandervelden, Karen Baker, Hayley Barnes, Paul Bisson, Kathryn Brackett, Tanya Broadbent, Mimi Cahill, Wendy Casey, Christina Granahan, Kerry McGinty, Sue Pardus, Gretchen Pathak, Jill Rizzotti, Roy Sanford, Valerie Sexton, Joseph Sidari, Susan Smith, Stan Tasker, Mark Washburn
Coaches & Captains Meeting Athletic Director Comments (Peter Elenbaas) o Good opportunity for coaches and athletes to see other teams, create community o Support other teams at LS too o Community service – for own team, LS and community as whole o Thank you to Boosters for support Booster President Comments (Cheryl Boland) o Greet Athletes/Coaches o Introduce Board Boosters Board Meeting
Treasurer Update (Dave McCormick) o Approx $90,000 in assets o Meeting with Peter at end of September regarding major projects as Boosters in position to donate $50,000-$60,000 before brick campaign Track Resurfacing around $60,000 cost 300 kids last year participated; middle school uses too Needs three quotes, hope to do before Spring season Good promo for brick campaign too Batting cage redesign Reconfigure area to put lifting stations near walls $8,000-$10,000 project Would keep the cages but change to pulley system/curtains Membership Update (Mimi Cahill and Maryann Connelly) o At target, approx. 300 members o Will get another influx from basketball season School Store Update (Kathryn Brackett) o On-track, new merchandise selling well are putting in orders o Will promote for holidays in December o Stadium seat cushions? Joe Sidari requested to look into merchandising these. Two kinds: basic and premium. Have sold before. Kathryn and Tanya to research/source and bring info to next meeting with pricing
Sport Sale Update (Sue Pardus and Susan Smith) o Very successful o Over $12,000 net o Jill Rizzotti to help next year o Great PR effort from Christina & Susan as well as signs from Wendy o Nice article about this year’s sale with next year’s date in Town Crier o Plenty of t-shirts o Change in hours from 9-12 instead of 1 had little/no impact o Issues with the ski vendor Brought used items at high prices and people bought from him because they thought they were better (including items purchased from us last year) Made about $800 from this part, but it is a draw to the sale He also suggested prices on our used skis which were too high which served to influence sales of his new skis Looking at some other providers to take this piece as an alternative to Hardy’s o Number of cashiers vs helpers … will change for next year so more people can cash out in first hour (one line vs several line) Maybe do multiple lines roped off/marked off … and/or have student volunteers to wait at register with large items like bikes o Long tables instead of round (had 45 long and 10 round this year) will do 60 tables next year Hardy using our tables this year … in past brought his own, maybe charge? o Think about non-profits to benefit from excess donations; have them come at noon to pick-up and trash guy at 12:30 Contact Joe with any ideas; will create a list of organizations and items desired Will ask Scouting organizations if they want any for community service; MLK office at LS o Perhaps 50% discount given too early this year o Coaches coming with teams was a good plus (especially ski team) o Make sure the volunteers for clean-up know time to stay o Return signs to Susan Smith with location of where they were so can track for next year Bonfire (Cheryl) -Still Cancelled Comedy Night Update (Stan Tasker) o December 11 in LS auditorium o Start calls in two week. Let Stan know of any feedback. Calls are recorded. o 100 tickets to giveaway via Peter or to give to sponsors o $10,000 guarantee still in place o This is tenth year; age 16+ appropriate content o East Coast Marketing Group: they do everything: calling/advertising/PR, etc. o We get a cut of the money as a donation not 100% proceeds o Attendance 200-250 for last few years o Most of revenue is from sponsors in program (70+ advertisers in program) o Tanya: How to get the high school kids to go? Promote to LS teams? Put in announcements and put a table outside of café to sell tickets? Publicize that it is 16+ so is this an issue? Maybe raffle off tickets? Is there any issue if we sell tickets outside of café? Can we keep 100% of these funds? o Put up posters in school. o Can we sell tickets in advance vs door? We get 100% revenue of tickets sold at door. Plus 100 tickets in advance that we can do what we want to do with them. Sell to students instead of giving away? o Need 6-8 people to work night of event. Roy signed up. Stan to send email to group.
Show is 8-10pm Volunteers 7:30 -8:30, set up at 7:00pm Brick Campaign (Cheryl Boland) o Flyer early November o Stan volunteered to chair next year o Brought demo to back to school night to start promoting. Positive response. o Poster to put by school store, Flyers for kids o Will set up paying online, form, etc o Program was approved by School Committee with price at that time estimated at $150 (4 x 8 brick) Cost of brick is $19 rest is profit (except maybe some sand or other materials to install) After discussion regarding pricing and desire for broad appeal, board voted to price at $100 per brick with no discount for multiple brick purchase New Business o Football helmets (Dave McCormick) Discussion with Peter that this year needed to replace 20 helmets rather than the usual 5-6. Cost for replacement of $4,500 Voted and approved funding of this expense o Coaches & Captains Requests (Mimi Cahill) Mimi & Maryann will compile the requests received and on 10/28 will review with Peter; will send reminders to any teams that have not submitted before that time Spreadsheet to be created to track requests, including prior year info by sport Voting will be at the Boosters meeting on 11/9 o Water Source at Turf Field (Hayley Barnes) Boys soccer team requesting funds to provide additional water source but this really benefits all teams that use the turf (field hockey, boys/girls soccer, boys/girls lacrosse) Should be part of discussion via regular coach/captain request with Peter o New Treasurer Nick Malone has agreed to take over the Treasurer role at end of year from Dave Will be able to transition & learn process over this year o Next Meeting Date Brief discussion on next meeting date as it conflicts with a talk sponsored by LS Connections Board voted to keep next meeting on 11/9 due to other conflicts Executive Board Discussion of Insurance After general meeting adjourned a majority of exec board met with Sue Pardus and Jill Rizzotti to discuss/finalize insurance policy Exec board had voted & approved insurance purchase via email of 10/1/15; policy cost of $1,691; policy signed by Cheryl This included a discount on D&O as it was packaged with employee practice liability coverage We have no employees; just volunteers Requires creation of employee manual Discount only approx. $90 Majority of exec board voted to eliminate this employee coverage even though will increase premium by the discounted amount Sue to contact insurance broker to update/finalize policies
Future 2015/2016 Meetings: Unless otherwise indicated, meetings are held in the LS conference room A or B. 7:00pm 7:00pm 7:00pm 7:00pm 7:00pm 7:00pm 7:00pm 7:00pm
Monday November 9 Monday December 14 - place TBD Monday January 11 Monday February 8 Monday March 14 Monday April 11 Monday May 9 Monday June 13 – place TBD
Coaches & Captains Meeting Athletic Director Comments (Peter Elenbaas) o Good opportunity for coaches and athletes to see other teams, create community o Support other teams at LS too o Community service – for own team, LS and community as whole o Thank you to Boosters for support Booster President Comments (Cheryl Boland) o Greet Athletes/Coaches o Introduce Board Boosters Board Meeting
Treasurer Update (Dave McCormick) o Approx $90,000 in assets o Meeting with Peter at end of September regarding major projects as Boosters in position to donate $50,000-$60,000 before brick campaign Track Resurfacing around $60,000 cost 300 kids last year participated; middle school uses too Needs three quotes, hope to do before Spring season Good promo for brick campaign too Batting cage redesign Reconfigure area to put lifting stations near walls $8,000-$10,000 project Would keep the cages but change to pulley system/curtains Membership Update (Mimi Cahill and Maryann Connelly) o At target, approx. 300 members o Will get another influx from basketball season School Store Update (Kathryn Brackett) o On-track, new merchandise selling well are putting in orders o Will promote for holidays in December o Stadium seat cushions? Joe Sidari requested to look into merchandising these. Two kinds: basic and premium. Have sold before. Kathryn and Tanya to research/source and bring info to next meeting with pricing
Sport Sale Update (Sue Pardus and Susan Smith) o Very successful o Over $12,000 net o Jill Rizzotti to help next year o Great PR effort from Christina & Susan as well as signs from Wendy o Nice article about this year’s sale with next year’s date in Town Crier o Plenty of t-shirts o Change in hours from 9-12 instead of 1 had little/no impact o Issues with the ski vendor Brought used items at high prices and people bought from him because they thought they were better (including items purchased from us last year) Made about $800 from this part, but it is a draw to the sale He also suggested prices on our used skis which were too high which served to influence sales of his new skis Looking at some other providers to take this piece as an alternative to Hardy’s o Number of cashiers vs helpers … will change for next year so more people can cash out in first hour (one line vs several line) Maybe do multiple lines roped off/marked off … and/or have student volunteers to wait at register with large items like bikes o Long tables instead of round (had 45 long and 10 round this year) will do 60 tables next year Hardy using our tables this year … in past brought his own, maybe charge? o Think about non-profits to benefit from excess donations; have them come at noon to pick-up and trash guy at 12:30 Contact Joe with any ideas; will create a list of organizations and items desired Will ask Scouting organizations if they want any for community service; MLK office at LS o Perhaps 50% discount given too early this year o Coaches coming with teams was a good plus (especially ski team) o Make sure the volunteers for clean-up know time to stay o Return signs to Susan Smith with location of where they were so can track for next year Bonfire (Cheryl) -Still Cancelled Comedy Night Update (Stan Tasker) o December 11 in LS auditorium o Start calls in two week. Let Stan know of any feedback. Calls are recorded. o 100 tickets to giveaway via Peter or to give to sponsors o $10,000 guarantee still in place o This is tenth year; age 16+ appropriate content o East Coast Marketing Group: they do everything: calling/advertising/PR, etc. o We get a cut of the money as a donation not 100% proceeds o Attendance 200-250 for last few years o Most of revenue is from sponsors in program (70+ advertisers in program) o Tanya: How to get the high school kids to go? Promote to LS teams? Put in announcements and put a table outside of café to sell tickets? Publicize that it is 16+ so is this an issue? Maybe raffle off tickets? Is there any issue if we sell tickets outside of café? Can we keep 100% of these funds? o Put up posters in school. o Can we sell tickets in advance vs door? We get 100% revenue of tickets sold at door. Plus 100 tickets in advance that we can do what we want to do with them. Sell to students instead of giving away? o Need 6-8 people to work night of event. Roy signed up. Stan to send email to group.
Show is 8-10pm Volunteers 7:30 -8:30, set up at 7:00pm Brick Campaign (Cheryl Boland) o Flyer early November o Stan volunteered to chair next year o Brought demo to back to school night to start promoting. Positive response. o Poster to put by school store, Flyers for kids o Will set up paying online, form, etc o Program was approved by School Committee with price at that time estimated at $150 (4 x 8 brick) Cost of brick is $19 rest is profit (except maybe some sand or other materials to install) After discussion regarding pricing and desire for broad appeal, board voted to price at $100 per brick with no discount for multiple brick purchase New Business o Football helmets (Dave McCormick) Discussion with Peter that this year needed to replace 20 helmets rather than the usual 5-6. Cost for replacement of $4,500 Voted and approved funding of this expense o Coaches & Captains Requests (Mimi Cahill) Mimi & Maryann will compile the requests received and on 10/28 will review with Peter; will send reminders to any teams that have not submitted before that time Spreadsheet to be created to track requests, including prior year info by sport Voting will be at the Boosters meeting on 11/9 o Water Source at Turf Field (Hayley Barnes) Boys soccer team requesting funds to provide additional water source but this really benefits all teams that use the turf (field hockey, boys/girls soccer, boys/girls lacrosse) Should be part of discussion via regular coach/captain request with Peter o New Treasurer Nick Malone has agreed to take over the Treasurer role at end of year from Dave Will be able to transition & learn process over this year o Next Meeting Date Brief discussion on next meeting date as it conflicts with a talk sponsored by LS Connections Board voted to keep next meeting on 11/9 due to other conflicts Executive Board Discussion of Insurance After general meeting adjourned a majority of exec board met with Sue Pardus and Jill Rizzotti to discuss/finalize insurance policy Exec board had voted & approved insurance purchase via email of 10/1/15; policy cost of $1,691; policy signed by Cheryl This included a discount on D&O as it was packaged with employee practice liability coverage We have no employees; just volunteers Requires creation of employee manual Discount only approx. $90 Majority of exec board voted to eliminate this employee coverage even though will increase premium by the discounted amount Sue to contact insurance broker to update/finalize policies
Future 2015/2016 Meetings: Unless otherwise indicated, meetings are held in the LS conference room A or B. 7:00pm 7:00pm 7:00pm 7:00pm 7:00pm 7:00pm 7:00pm 7:00pm
Monday November 9 Monday December 14 - place TBD Monday January 11 Monday February 8 Monday March 14 Monday April 11 Monday May 9 Monday June 13 – place TBD
