Glenwood Athletic Boosters Meeting
Glenwood Athletic Boosters Meeting Board Meeting: March 8, 2017
Board Members present: Gilmore, Hobbie, L. Meyers, Wilson, J. Meyers, Thornton, Fletcher Members Present: None Athletic Director: Absent
Call to Order: Gilmore officially called the meeting to order at 7:00pm at the GHS Commons. Approval of Minutes: Minutes from the February 8th meeting were previously emailed to all members and approved. Treasurer’s Report: L. Meyers Reported Provided Financial Report YTD – July 1, 2016 – February 28, 2017 Current Bank Balance as of February 28, 2017 in the main account is $54,723.17 and the spiritwear balance is $4,277.82. However, after approving all outstanding requests, commitments and invoices are paid, our bank balance will be estimated at $10,000.00 and the spiritwear will remain untouched in a separate account at this time. Requests approved and paid since the last meeting total $37,326.81 and amongst the following sports: wrestling (matts and sings), baseball (game changer), football (zone shoot, landing mat, rev tackle hawk, portable kicking net, fumble pro), trainer needs (re-do vinyl tables in training room), swim & dive (flippers, paddles, caps), and a weight purchase benefitting all sports. Requests approved (but not all fully paid) include: caps for swim/dive ($559.50), kick boards/paddles for swim/dive ($1,090.00), training equipment for GMS ($1,372.14), two racks of weights for GHS to be utilized by all sports ($6,195.00 – estimated), announcer for varsity baseball ($300.00), and a new popcorn machine for GMS inside concessions ($1,176.00). There are also a couple of outstanding purchase invoices including Pepsi for $1,753.80 to be paid. A softball request for work on the batting cages may be forthcoming; however a bid has not yet been received for the project. The board is has a goal to put aside money for (at least a portion of this project), perhaps following the Color Run. The only remaining revenue for spring 2016 will come from the Color Run, spring concessions at GMS/GHS, and remaining spiritwear sales at Greco Graphics. Total rewards approved and purchased for teams YTD is $70,189.89. Old Business: Color Run Update – April 22nd at South Park o Registration forms have been distributed to all schools – thank you to J. Meyers for providing photocopies. Gilmore has also reached out to all coaches so they are aware of the event. The district office is promoting the event on the district webpage and a request to advertise on Facebook is also in the works with the district office. o Gilmore has created a Facebook event for advertising and promotional purposes. o We are actively seeking sponsorships and the board compiled a lengthy list of possible business sponsors. All sponsors will have their logo printed on the back of the t-shirts and receive various other items based on the sponsorship amount. Although we are primarily looking for monetary sponsors, County Market will be approached to donate fruit/water/snack bars and Greco Graphics to donate the screen printing services on the t-shirts. Board members will be visiting local businesses to request sponsorships within the next couple of weeks.
Lead Parent Gift Certificates o A list of all winter and spring lead parents will be put together by J. Meyers and Wilson by our April meeting. Thornton will then make $25.00 gift certificates for Greco Graphics for each lead parent. Inventory remaining will be available on a first come, first serve basis. This will serve as a small token of our appreciation for their assistance and support of our concession stands.
Glenwood Athletic Boosters Meeting New Business: Recent Requests/Approvals o See treasurer’s report for the full listing of requests/approvals since the last meeting.
Athletic Boosters Scholarships o We are actively accepting applications for the scholarships. The deadline to apply is Friday, April 21st. It was determined by the board to put aside $4,000 to award for scholarships (max of 4 students).
Future of the Spirit Wear Store o Hobbie discussed the future of the spirit wear store at Greco Graphics following her resignation from the board. Gilmore and Hobbie visited the store recently to check current inventory levels and the storefront is starting to look pretty bare. o Hobbie estimated that there is approximately $1,000-$2,000 worth of merchandise remaining at the store. In order to clear out remaining items, everything will now be 50% off. The board unanimously agreed. o Board members discussed bringing spiritwear to the Color Run and possibly other spring sports in order to hopefully make quick sales. o In the future, a current employee of Greco Graphics may be interested in running the store on behalf of the Boosters. This possibility will be discussed at a future meeting.
Resignation of Current Board Members o Board members discussed the future of the Athletic Boosters moving forward, and four individuals have announced their resignations at the end of this school year. Gilmore, Hobbie, Thornton, and J. Meyers will not be serving on the board for the next school year. Wilson, L. Meyers, and Fletcher are undecided on their futures at this time. o Everyone resigning expressed their love for the organization and wishes the best with whatever decisions surround the Booster Club moving forward. o With these resignations, several board positions will be vacant as this school year concludes. These positions currently include: president, vice president, secretary, and GMS director of concessions. o New officers will need to be voted in at either the April or May meeting – this is to be determined.
Spring Sports Update – Concessions o Prior to the meeting, board members met to clean and stock the GHS outdoor concession stand. The GMS outdoor concession stand will also need cleaned and stocked prior to April as their track season begins. Remaining product from the Fieldhouse will need to be moved outdoors. o GHS will have softball, soccer and track, whereas GMS will only host two evening track meets this spring. J. Meyers will assist with GMS and Wilson with GHS as usual. We are seeking lead parents for GHS.
Moving May Meeting Date o Our May Athletic Booster meeting has been changed to May 11th due to a conflict with the academic awards banquet on May 18th.
Other/Open Forum: Wilson mentioned the possibility of the Athletic Boosters “separating” from the school district and acting as our own entity. This has been explored with the past treasurer, and there would be stipulations such as obtaining our own 501c(3) and filing taxes. Wilson provided a website that assists groups in setting up. This is possibly something that should be discussed further in the future
Glenwood Athletic Boosters Meeting with new board members. Wilson thinks that setting up everything would not be as hard as some board members have thought in the past. This is something new board members may pursue in the future. Adjournment: The meeting was adjourned at 7:35pm. Next Meeting: April 13, 2017 at 7pm in the GHS Commons Respectfully Submitted, Zach Thornton Glenwood Athletic Boosters Secretary
Board Members present: Gilmore, Hobbie, L. Meyers, Wilson, J. Meyers, Thornton, Fletcher Members Present: None Athletic Director: Absent
Call to Order: Gilmore officially called the meeting to order at 7:00pm at the GHS Commons. Approval of Minutes: Minutes from the February 8th meeting were previously emailed to all members and approved. Treasurer’s Report: L. Meyers Reported Provided Financial Report YTD – July 1, 2016 – February 28, 2017 Current Bank Balance as of February 28, 2017 in the main account is $54,723.17 and the spiritwear balance is $4,277.82. However, after approving all outstanding requests, commitments and invoices are paid, our bank balance will be estimated at $10,000.00 and the spiritwear will remain untouched in a separate account at this time. Requests approved and paid since the last meeting total $37,326.81 and amongst the following sports: wrestling (matts and sings), baseball (game changer), football (zone shoot, landing mat, rev tackle hawk, portable kicking net, fumble pro), trainer needs (re-do vinyl tables in training room), swim & dive (flippers, paddles, caps), and a weight purchase benefitting all sports. Requests approved (but not all fully paid) include: caps for swim/dive ($559.50), kick boards/paddles for swim/dive ($1,090.00), training equipment for GMS ($1,372.14), two racks of weights for GHS to be utilized by all sports ($6,195.00 – estimated), announcer for varsity baseball ($300.00), and a new popcorn machine for GMS inside concessions ($1,176.00). There are also a couple of outstanding purchase invoices including Pepsi for $1,753.80 to be paid. A softball request for work on the batting cages may be forthcoming; however a bid has not yet been received for the project. The board is has a goal to put aside money for (at least a portion of this project), perhaps following the Color Run. The only remaining revenue for spring 2016 will come from the Color Run, spring concessions at GMS/GHS, and remaining spiritwear sales at Greco Graphics. Total rewards approved and purchased for teams YTD is $70,189.89. Old Business: Color Run Update – April 22nd at South Park o Registration forms have been distributed to all schools – thank you to J. Meyers for providing photocopies. Gilmore has also reached out to all coaches so they are aware of the event. The district office is promoting the event on the district webpage and a request to advertise on Facebook is also in the works with the district office. o Gilmore has created a Facebook event for advertising and promotional purposes. o We are actively seeking sponsorships and the board compiled a lengthy list of possible business sponsors. All sponsors will have their logo printed on the back of the t-shirts and receive various other items based on the sponsorship amount. Although we are primarily looking for monetary sponsors, County Market will be approached to donate fruit/water/snack bars and Greco Graphics to donate the screen printing services on the t-shirts. Board members will be visiting local businesses to request sponsorships within the next couple of weeks.
Lead Parent Gift Certificates o A list of all winter and spring lead parents will be put together by J. Meyers and Wilson by our April meeting. Thornton will then make $25.00 gift certificates for Greco Graphics for each lead parent. Inventory remaining will be available on a first come, first serve basis. This will serve as a small token of our appreciation for their assistance and support of our concession stands.
Glenwood Athletic Boosters Meeting New Business: Recent Requests/Approvals o See treasurer’s report for the full listing of requests/approvals since the last meeting.
Athletic Boosters Scholarships o We are actively accepting applications for the scholarships. The deadline to apply is Friday, April 21st. It was determined by the board to put aside $4,000 to award for scholarships (max of 4 students).
Future of the Spirit Wear Store o Hobbie discussed the future of the spirit wear store at Greco Graphics following her resignation from the board. Gilmore and Hobbie visited the store recently to check current inventory levels and the storefront is starting to look pretty bare. o Hobbie estimated that there is approximately $1,000-$2,000 worth of merchandise remaining at the store. In order to clear out remaining items, everything will now be 50% off. The board unanimously agreed. o Board members discussed bringing spiritwear to the Color Run and possibly other spring sports in order to hopefully make quick sales. o In the future, a current employee of Greco Graphics may be interested in running the store on behalf of the Boosters. This possibility will be discussed at a future meeting.
Resignation of Current Board Members o Board members discussed the future of the Athletic Boosters moving forward, and four individuals have announced their resignations at the end of this school year. Gilmore, Hobbie, Thornton, and J. Meyers will not be serving on the board for the next school year. Wilson, L. Meyers, and Fletcher are undecided on their futures at this time. o Everyone resigning expressed their love for the organization and wishes the best with whatever decisions surround the Booster Club moving forward. o With these resignations, several board positions will be vacant as this school year concludes. These positions currently include: president, vice president, secretary, and GMS director of concessions. o New officers will need to be voted in at either the April or May meeting – this is to be determined.
Spring Sports Update – Concessions o Prior to the meeting, board members met to clean and stock the GHS outdoor concession stand. The GMS outdoor concession stand will also need cleaned and stocked prior to April as their track season begins. Remaining product from the Fieldhouse will need to be moved outdoors. o GHS will have softball, soccer and track, whereas GMS will only host two evening track meets this spring. J. Meyers will assist with GMS and Wilson with GHS as usual. We are seeking lead parents for GHS.
Moving May Meeting Date o Our May Athletic Booster meeting has been changed to May 11th due to a conflict with the academic awards banquet on May 18th.
Other/Open Forum: Wilson mentioned the possibility of the Athletic Boosters “separating” from the school district and acting as our own entity. This has been explored with the past treasurer, and there would be stipulations such as obtaining our own 501c(3) and filing taxes. Wilson provided a website that assists groups in setting up. This is possibly something that should be discussed further in the future
Glenwood Athletic Boosters Meeting with new board members. Wilson thinks that setting up everything would not be as hard as some board members have thought in the past. This is something new board members may pursue in the future. Adjournment: The meeting was adjourned at 7:35pm. Next Meeting: April 13, 2017 at 7pm in the GHS Commons Respectfully Submitted, Zach Thornton Glenwood Athletic Boosters Secretary
