Westfield Athletic Booster Club
Westfield Athletic Booster Club Meeting Minutes February 10, 2014
Present (9): Brad Harrison, Debbie Harrison, Andy Tebbe, Bill McAfee, Ernie Crawford, Nellie Beam, Shannon Russell, Paul Leahy, Beth Ellis, Bonnie Verhoff Beth Ellis asked for a change to the 1/13/14 meeting minutes. Lexi Castor is an All American Cheerleader and as such, was invited and able to participate in the Varsity London Parade on New Year’s Day. Changes made 2/10 and sent to Ernie for addition to website. nd Motion to Approve March meeting minutes – Nellie Beam; Shannon Russell 2 motion. All approved with changes. President’s Report – none Coaches Report – Cheerleading – Beth Ellis .. wants to thank Josh Miracle and the Athletic Dept for “Shamrock Advantage Week”. It has been a success. 3-4 pm talk sessions with many different speakers and has been very helpful and enlightening. Cheer clinic was held and it covered costs but only had ~ 30 girls this year so attendance was down. As a comparison, Lebanon had 110 attend. The Cheerleaders also held a Special Olympics clinic. Tryout dates will be held in May for fall sports. Fundraiser on Thursdays and Fridays at Boombozz Pizza for 3-10 pm dine in or carryout is being held due to the low turnout for the clinic. The Varsity Preliminary Rounds will be held on 11/1/14 from 8 am-10 pm for Cheerleading. Treasurer’s Report – o Rings are not in yet and Bill has not seen invoice. o 2 football players received new uniforms o IMMI is in discussion about renting bleachers for events there. o All spirit club numbers are listed. Girls basketball is negative – Bill has spoken to Shane, timing issue. o Ernie requested information regarding percentages of funds from memberships, fundraisers, etc. Bill provided that approximately $50,000 from value cards, $3000 memberships, $8-$12,000 from the golf outing. Bonnie to send past year’s numbers with minutes for review. o Ernie also asked about there being a backup copy of QuickBooks and if he could get access to view o Discussion also ensued regarding looking how other schools handle these issues: 1. Adding memberships 2. Corporate memberships 3. Student memberships By next meeting Bill McAfee and/or Andy to contact Lafayette Jeff district and Brad/Debbie to contact Noblesville (Tina Brewer).
Dec 2012
Dec 2013
Jan 2014
$63,126 $ ----$ ----$ 6,956 $70,082
$63,373 $ ----$ ----$ 7,462 $70,835
$58,152 (needs reported) (needs reported) $ 5,075 $63,227
Spirit Clubs $47,853 No motion made to approve financials.
$48,353
$56,546
Booster Club Expected Receipts Anticipated Expenses Concessions Total*
Athletic Director’s Reports WHS – Andy Tebbe – Girls basketball sectionals being Wed vs. North Central @ North Central – their record is 15-3. Girls swim team won the sectional and will go to the state meet. Boys basketball struggling – 6 boys have had concussions at the same time rd Wrestling – 3 sectional – 8 boys to semi-state @ New Castle this weekend Track starts practicing next week indoors – season will begin March 21st WMS – Doug Luce – absent due to other commitments Spirit Club Reports th Gridiron Club – Brad Harrison reported that rings will be presented to the football team at the February 25 basketball game.
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Basketball – Friday, February 21 is Senior night for basketball. Special Olympics were held 2/14. Red-Out game vs Avon being held and Tshirts will be available for sale for $10 – money to go to the American Heart Association. Softball – Nellie reported that pizza’s were made as a fundraiser for Super Bowl weekend. Baseball – Nellie reported that the Chili Supper received ~ $1400. Pop donated by Coke, buns donated by Klosterman, etc. Committee Reports th WABC Golf Outing – Bill Davis will chair again, Andy to help. Will begin planning the end of February. June 13 @ Woodwind. Mike’s Car Wash – Gridiron club still has 100 tickets left to sell. Time to renew for next year. Debbie to send thank you letters to members with car wash coupons closer to end of school time frame. Membership – Debbie to travel to Noblesville with Jan Skinner from the Westfield Education Foundation to Noblesville’s “Wizards” game on Thursday night as the WEF will hold that fundraiser in the fall. WABC will be able to run the concession stand. Debbie to report at next meeting. Shannon may lead again, depending on Parade Committee chair. Brad to speak at the upcoming track meeting regarding WABC memberships Website – Ernie posting meeting minutes, new job descriptions and Mission Statement Sports Program – no report Parade – Shannon – beginning to plan and may have new chair person. Businesses are beginning to call to ask to be a sponsor. Scholarship Committee – to choose committee at March meeting Fundraising – o Would like to have a director of fundraising o Discussed other methods to raise money than current. One member had suggested selling Tshirts rather than purchasing Value Cards, but fundraiser for Value Cards is ~ $50,000 so it is the largest fundraiser and difficult to replace by Tshirt sales. o Lafayette Jeff and other schools sell wreaths – profit ~ $20,000 – sell in October, delivery before Thanksgiving – purchase from a company out of Minnesota. Would consider having winter sports sell and/or booster club as no sport teams are chosen yet for the winter. Bill and/or Andy to contact Jeff by next meeting and will report. o May be beneficial to document all spirit club fundraisers o Value Cards sold by fall sport teams as those are the largest number of athletes. All are strongly encouraged to sell 10, but not required and there are incentives to sell them in terms of extra cards, etc. Old Business – Gambling license – update needed for March meeting. Job descriptions – for all positions distributed electronically and reviewed. Motion by Brad Harrison made to adopt the job descriptions as written with amendments made as nd necessary going forward. Motion 2 by Andy Tebbe. All in favor. New Business – 2014 Officers and Directors
President VP Secretary Treasurer
Jeff Bredensteiner Brad Harrison Bonnie Verhoff Bill McAfee
Directors
Shannon Russell Nellie Beam Ernie Crawford Beth Ellis TBD TBD TBD
Meeting adjourned @ 8:25 pm. Next meeting will be held Monday, March 11th in the LGI (Room 1262-1264 if LGI is busy) Respectfully submitted, Bonnie Verhoff
Present (9): Brad Harrison, Debbie Harrison, Andy Tebbe, Bill McAfee, Ernie Crawford, Nellie Beam, Shannon Russell, Paul Leahy, Beth Ellis, Bonnie Verhoff Beth Ellis asked for a change to the 1/13/14 meeting minutes. Lexi Castor is an All American Cheerleader and as such, was invited and able to participate in the Varsity London Parade on New Year’s Day. Changes made 2/10 and sent to Ernie for addition to website. nd Motion to Approve March meeting minutes – Nellie Beam; Shannon Russell 2 motion. All approved with changes. President’s Report – none Coaches Report – Cheerleading – Beth Ellis .. wants to thank Josh Miracle and the Athletic Dept for “Shamrock Advantage Week”. It has been a success. 3-4 pm talk sessions with many different speakers and has been very helpful and enlightening. Cheer clinic was held and it covered costs but only had ~ 30 girls this year so attendance was down. As a comparison, Lebanon had 110 attend. The Cheerleaders also held a Special Olympics clinic. Tryout dates will be held in May for fall sports. Fundraiser on Thursdays and Fridays at Boombozz Pizza for 3-10 pm dine in or carryout is being held due to the low turnout for the clinic. The Varsity Preliminary Rounds will be held on 11/1/14 from 8 am-10 pm for Cheerleading. Treasurer’s Report – o Rings are not in yet and Bill has not seen invoice. o 2 football players received new uniforms o IMMI is in discussion about renting bleachers for events there. o All spirit club numbers are listed. Girls basketball is negative – Bill has spoken to Shane, timing issue. o Ernie requested information regarding percentages of funds from memberships, fundraisers, etc. Bill provided that approximately $50,000 from value cards, $3000 memberships, $8-$12,000 from the golf outing. Bonnie to send past year’s numbers with minutes for review. o Ernie also asked about there being a backup copy of QuickBooks and if he could get access to view o Discussion also ensued regarding looking how other schools handle these issues: 1. Adding memberships 2. Corporate memberships 3. Student memberships By next meeting Bill McAfee and/or Andy to contact Lafayette Jeff district and Brad/Debbie to contact Noblesville (Tina Brewer).
Dec 2012
Dec 2013
Jan 2014
$63,126 $ ----$ ----$ 6,956 $70,082
$63,373 $ ----$ ----$ 7,462 $70,835
$58,152 (needs reported) (needs reported) $ 5,075 $63,227
Spirit Clubs $47,853 No motion made to approve financials.
$48,353
$56,546
Booster Club Expected Receipts Anticipated Expenses Concessions Total*
Athletic Director’s Reports WHS – Andy Tebbe – Girls basketball sectionals being Wed vs. North Central @ North Central – their record is 15-3. Girls swim team won the sectional and will go to the state meet. Boys basketball struggling – 6 boys have had concussions at the same time rd Wrestling – 3 sectional – 8 boys to semi-state @ New Castle this weekend Track starts practicing next week indoors – season will begin March 21st WMS – Doug Luce – absent due to other commitments Spirit Club Reports th Gridiron Club – Brad Harrison reported that rings will be presented to the football team at the February 25 basketball game.
st
Basketball – Friday, February 21 is Senior night for basketball. Special Olympics were held 2/14. Red-Out game vs Avon being held and Tshirts will be available for sale for $10 – money to go to the American Heart Association. Softball – Nellie reported that pizza’s were made as a fundraiser for Super Bowl weekend. Baseball – Nellie reported that the Chili Supper received ~ $1400. Pop donated by Coke, buns donated by Klosterman, etc. Committee Reports th WABC Golf Outing – Bill Davis will chair again, Andy to help. Will begin planning the end of February. June 13 @ Woodwind. Mike’s Car Wash – Gridiron club still has 100 tickets left to sell. Time to renew for next year. Debbie to send thank you letters to members with car wash coupons closer to end of school time frame. Membership – Debbie to travel to Noblesville with Jan Skinner from the Westfield Education Foundation to Noblesville’s “Wizards” game on Thursday night as the WEF will hold that fundraiser in the fall. WABC will be able to run the concession stand. Debbie to report at next meeting. Shannon may lead again, depending on Parade Committee chair. Brad to speak at the upcoming track meeting regarding WABC memberships Website – Ernie posting meeting minutes, new job descriptions and Mission Statement Sports Program – no report Parade – Shannon – beginning to plan and may have new chair person. Businesses are beginning to call to ask to be a sponsor. Scholarship Committee – to choose committee at March meeting Fundraising – o Would like to have a director of fundraising o Discussed other methods to raise money than current. One member had suggested selling Tshirts rather than purchasing Value Cards, but fundraiser for Value Cards is ~ $50,000 so it is the largest fundraiser and difficult to replace by Tshirt sales. o Lafayette Jeff and other schools sell wreaths – profit ~ $20,000 – sell in October, delivery before Thanksgiving – purchase from a company out of Minnesota. Would consider having winter sports sell and/or booster club as no sport teams are chosen yet for the winter. Bill and/or Andy to contact Jeff by next meeting and will report. o May be beneficial to document all spirit club fundraisers o Value Cards sold by fall sport teams as those are the largest number of athletes. All are strongly encouraged to sell 10, but not required and there are incentives to sell them in terms of extra cards, etc. Old Business – Gambling license – update needed for March meeting. Job descriptions – for all positions distributed electronically and reviewed. Motion by Brad Harrison made to adopt the job descriptions as written with amendments made as nd necessary going forward. Motion 2 by Andy Tebbe. All in favor. New Business – 2014 Officers and Directors
President VP Secretary Treasurer
Jeff Bredensteiner Brad Harrison Bonnie Verhoff Bill McAfee
Directors
Shannon Russell Nellie Beam Ernie Crawford Beth Ellis TBD TBD TBD
Meeting adjourned @ 8:25 pm. Next meeting will be held Monday, March 11th in the LGI (Room 1262-1264 if LGI is busy) Respectfully submitted, Bonnie Verhoff
