Westfield Athletic Booster Club
Westfield Athletic Booster Club Meeting Minutes January 13, 2014
Present (9): Brad Harrison, Debbie Harrison, Bill Davis, Doug Luce, Jeff Bredensteiner, Ernie Crawford, Nellie Beam, Christine Pepiot, Stacy London, Bonnie Verhoff
Motion to Approve March meeting minutes – Ernie Crawford; Nellie Beam 2
nd
motion. All approved.
President’s Report – none Coaches Report – Cheerleading – (as reported by Bill Davis) Beth Ellis – Cheer clinic to be held at the high school on 1/28/14. Lexi Castor participated with All American Cheerleading in the Varsity London Parade on New Years Day. Congratulations! Treasurer’s Report – Concessions are trending downwards almost -7% from December of last year. Contracts in place for Coke for 2 more years. Discussions took place to possibly look at changing the 60/40% split with spirit groups. Ernie presented an example of a cash flow statement from the offer at the December meeting to help present the group with a more concise method to present the budget. The report met with favorable response, but he needs “real” numbers to plug in. Suggestion made to use Quick Books for non-profit - $45/year fee. We believe that Quick Books is already used for the financials. This report is not to add to any current work by the treasurer but to relieve some reporting responsibilities, while providing the club with reports with which it can make decisions. It was suggested that Ernie could obtain the password needed to view the transactions through the bank and therefore could report the cash flow without extra work. The focus should be on how to provide what the teams need. Jeff is to speak with the treasurer. We would also entertain separating the treasurer’s duties from the concessions work. Ernie would need team uniform schedule – Bonnie to send to Ernie.
Dec 2012
Dec 2013
Booster Club Expected Receipts Anticipated Expenses Concessions Total*
$63,126 $ ----$ ----$ 6,956 $70,082
$63,373 $ ----$ ----$ 7,462 $70,835
Spirit Clubs
$47,853
$48,353
(needs reported) (needs reported)
Motion to Approve December financial report – Nellie Beam; Ernie Crawford 2nd motion. All approved Athletic Director’s Reports WHS – Bill Davis – State football rings and conference patches have been ordered. Should be in stock in one week. Will be presented at a home basketball game – TBD. th Boys swim team ranked 16 th Girls swim team ranked 4 th Girls basketball ranked 4 @ 11-0 Boys basketball 2-7 th Wrestling is ranked 17 @ 17-2 Website is up to date for schedules – please check there as that is the most efficient method of communication. WMS – Doug Luce – th th Boys basketball – 7 grade 5-6; 8 grade 2-9 st th Girls basketball – 1 game on Thursday January 16 th Wrestling – January 27 Swimming – next week The canned food drive was a success – collected 1,730 cans of food & toys + $350 for the ½ time soda pop shootout – donated all to Amanda Strong – Hamilton Heights families contributed as well.
Spirit Club Reports Gridiron Club – Brad Harrison reported that the final awards night took place and winter workouts started today th Softball – having a pizza fundraiser – making the pizzas for the Superbowl on January 27 at WHS Baseball – Nellie reported that the Chili Supper will be held on 1/24 prior to the Noblesville game and that parents meeting kickoff will be held tomorrow night Committee Reports
WABC Golf Outing – Bill Davis will chair again – tentative date June 13 @ Woodwind.
Mike’s Car Wash – Gridiron club still has 100 tickets left to sell. Debbie needs list of members to send each a ticket. Since Brenda has handled this fundraiser in the past, the group was unclear whether this had been set up for 2014 sales. Bill will contact Brenda.
Membership – no report Website – no report Sports Program – no report
Parade – no report
Scholarship Committee – Bill updated the group on the Kristin Rice and Travis Woerner scholarships. May 2 will be the deadline for the applications for 2014 WABC scholarships – discussion on how to change the rubric for including membership bonus. Decided upon 2 pts for each year of WABC membership. Possible bonus in the future for all 4 years.
th
nd
Old Business – Gambling license – Brad needs home address, phone number and email addresses for all officers – to submit and should have license for next football seasons needs. Job descriptions – need to update them – Bonnie to ask Brenda to send them electronically so they can be updated and presented at the next meeting. New Business – Should we have a director of fundraising added to the group? Some other schools investigated have corporate sponsors and student booster clubs. To be explored. Noblesville is said to have former parents that make phone calls to drum up membership. Bill to advise any names he can find for Noblesville. 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 @ 8:10 pm. Next meeting will be held Monday, February 10th in the LGI (Room 1262-1264 if LGI is busy) Respectfully submitted, Bonnie Verhoff
Present (9): Brad Harrison, Debbie Harrison, Bill Davis, Doug Luce, Jeff Bredensteiner, Ernie Crawford, Nellie Beam, Christine Pepiot, Stacy London, Bonnie Verhoff
Motion to Approve March meeting minutes – Ernie Crawford; Nellie Beam 2
nd
motion. All approved.
President’s Report – none Coaches Report – Cheerleading – (as reported by Bill Davis) Beth Ellis – Cheer clinic to be held at the high school on 1/28/14. Lexi Castor participated with All American Cheerleading in the Varsity London Parade on New Years Day. Congratulations! Treasurer’s Report – Concessions are trending downwards almost -7% from December of last year. Contracts in place for Coke for 2 more years. Discussions took place to possibly look at changing the 60/40% split with spirit groups. Ernie presented an example of a cash flow statement from the offer at the December meeting to help present the group with a more concise method to present the budget. The report met with favorable response, but he needs “real” numbers to plug in. Suggestion made to use Quick Books for non-profit - $45/year fee. We believe that Quick Books is already used for the financials. This report is not to add to any current work by the treasurer but to relieve some reporting responsibilities, while providing the club with reports with which it can make decisions. It was suggested that Ernie could obtain the password needed to view the transactions through the bank and therefore could report the cash flow without extra work. The focus should be on how to provide what the teams need. Jeff is to speak with the treasurer. We would also entertain separating the treasurer’s duties from the concessions work. Ernie would need team uniform schedule – Bonnie to send to Ernie.
Dec 2012
Dec 2013
Booster Club Expected Receipts Anticipated Expenses Concessions Total*
$63,126 $ ----$ ----$ 6,956 $70,082
$63,373 $ ----$ ----$ 7,462 $70,835
Spirit Clubs
$47,853
$48,353
(needs reported) (needs reported)
Motion to Approve December financial report – Nellie Beam; Ernie Crawford 2nd motion. All approved Athletic Director’s Reports WHS – Bill Davis – State football rings and conference patches have been ordered. Should be in stock in one week. Will be presented at a home basketball game – TBD. th Boys swim team ranked 16 th Girls swim team ranked 4 th Girls basketball ranked 4 @ 11-0 Boys basketball 2-7 th Wrestling is ranked 17 @ 17-2 Website is up to date for schedules – please check there as that is the most efficient method of communication. WMS – Doug Luce – th th Boys basketball – 7 grade 5-6; 8 grade 2-9 st th Girls basketball – 1 game on Thursday January 16 th Wrestling – January 27 Swimming – next week The canned food drive was a success – collected 1,730 cans of food & toys + $350 for the ½ time soda pop shootout – donated all to Amanda Strong – Hamilton Heights families contributed as well.
Spirit Club Reports Gridiron Club – Brad Harrison reported that the final awards night took place and winter workouts started today th Softball – having a pizza fundraiser – making the pizzas for the Superbowl on January 27 at WHS Baseball – Nellie reported that the Chili Supper will be held on 1/24 prior to the Noblesville game and that parents meeting kickoff will be held tomorrow night Committee Reports
WABC Golf Outing – Bill Davis will chair again – tentative date June 13 @ Woodwind.
Mike’s Car Wash – Gridiron club still has 100 tickets left to sell. Debbie needs list of members to send each a ticket. Since Brenda has handled this fundraiser in the past, the group was unclear whether this had been set up for 2014 sales. Bill will contact Brenda.
Membership – no report Website – no report Sports Program – no report
Parade – no report
Scholarship Committee – Bill updated the group on the Kristin Rice and Travis Woerner scholarships. May 2 will be the deadline for the applications for 2014 WABC scholarships – discussion on how to change the rubric for including membership bonus. Decided upon 2 pts for each year of WABC membership. Possible bonus in the future for all 4 years.
th
nd
Old Business – Gambling license – Brad needs home address, phone number and email addresses for all officers – to submit and should have license for next football seasons needs. Job descriptions – need to update them – Bonnie to ask Brenda to send them electronically so they can be updated and presented at the next meeting. New Business – Should we have a director of fundraising added to the group? Some other schools investigated have corporate sponsors and student booster clubs. To be explored. Noblesville is said to have former parents that make phone calls to drum up membership. Bill to advise any names he can find for Noblesville. 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 @ 8:10 pm. Next meeting will be held Monday, February 10th in the LGI (Room 1262-1264 if LGI is busy) Respectfully submitted, Bonnie Verhoff
