Glenwood Athletic Boosters Meeting
Glenwood Athletic Boosters Meeting Board Meeting: November 15, 2016
Board Members present: Gilmore, Hobbie, L. Meyers, J. Meyers, Fletcher, Wilson, Burke Members Present: Julie Holm
Call to Order: Gilmore called the meeting to order at 7:05 P.M. at the GHS commons Approval of Minutes: Hobbie presented Minutes from the October 2016 meeting were presented and approved. Treasurer’s Report: L. Meyers reported Provided financial report for YTD July 1, 2016-November 15, 2016. Balance as of November 15th is $58,590.41 in the main account and $5,134.30 in the spiritwear account for a combined total of $63,724.71. All invoices presented to the treasurer to date have been paid. Recently paid an invoice $1,478.98 for the Cross Country tent that was awarded to the Cross Country team. The coach loves the tent and is very appreciative of it. Old Business: L. Meyers reported on the color run that is being planned for April 22, 2016. A committee met to begin planning. Coach Garber was in attendance. The hope is to conduct the run the east side of GIS to the marina and back. Need to talk to Sangamon County Sheriff to discuss issues relating to permits and road closures. Coach Garber suggested that since it will be during track season and those athletes will be unable to participate in the run, that possibly they could help work the event. Coach Garber is going to reach out to local running clubs as well to gain more awareness and participation in the event. Cost is $20 per student, $25 for members of running clubs, $30 for early registration and $35 for late registration.
Gilmore reported on the current membership drive. The information will be sent to the printer for the winter program so all new memberships need to be in by November 27 th to make the cutoff. Burke mentioned he will put the information back up on the website front page and will also tweet out the info as well. Gilmore mentioned she will again reach out to the DO.
Wilson, Hobbie and L. Meyers reported on Trunk Or Treat. The boosters decorated three trunks for the event and handed out candy, crackers, granola bars, chips, and cookbooks. It was well-received by the community and the plan is to participate again next year.
Hobbie reported that she plans to open an online store through Greco Graphics for the holidays. The store will hopefully be open early next week for a couple weeks with delivery before Christmas. Plan is to sell current inventory with possibly a few new items and to also run a small sale as well on older inventory. Discussion continued regarding plans for the future of the spiritwear store as Hobbie plans to retire at the end of this school year. Talk revolved around the purchase of a spiritwear trailer that would be a mobile unit that could be transported to sporting events more easily than it is now.
Gilmore and Fletcher reported on the Superhero sponsorship idea in conjunction with Girls on the Run. At this time we will not make a donation to Girls on the Run as it is more complicated because of it being a national organization. The boosters will definitely consider a donation if asked and there is a means and need for a donation. A motion was made by Gilmore and seconded by Fletcher that the boosters donate $1,000 towards the Superhero program. Motion passes.
New Business: Hobbie presented a proposed request form to be filled out by any coach/team requesting funds. The hope is that this form will be used by anyone who wants an award from the boosters. After a discussion, the form will be revised to include a request for a quote to be attached to the form. There is currently a section of the form that the booster president will sign and mark whether the request is approved or denied. The form will be revised to add to that section that if denied, we will state a reason for the denial. The form must be signed by the AD as well as the requesting coach to be considered.
Glenwood Athletic Boosters Meeting
There was a short discussion regarding the by-laws. Several questions still revolve around whether we need them or not. We decided to table the discussion for a later date while we research a few of the questions we currently have.
Gilmore reported on the current situation with the upcoming Men’s Basketball season and the concessions. Currently the roster is comprised of very young players. Rhonda Allen, who has been the lead parent for the last several years, doesn’t currently have an athlete on the team and neither does Gilmore at this time but both have agreed to organize and take the lead on scheduling shifts for the concession stand. Varsity parents will be expected to work JV games. After reaching out to football, soccer, tennis and track only one sport showed any interest in helping work varsity concessions. It was decided that football will work all varsity concessions supplying at least one adult and filling in with athletes. They will be paid $100 per game and there are currently 12 home games scheduled.
Gilmore clarified the question about the football banquet. We are simply a conduit for payments made from families since there is no open account for them to take checks. We will collect payment and write checks to cover the banquet but no profit is made. It is a cash in/cash out scenario.
L. Meyers discussed with Wilson and J. Meyers upcoming needs for winter sports and their money bags. Arrangements were made for money bag pickups and drop-offs.
Meeting adjourned at 8:41 p.m. Next board meeting will be scheduled for January TBA. Respectfully Submitted, Molly Hobbie, Vice President Glenwood Athletic Boosters
Board Members present: Gilmore, Hobbie, L. Meyers, J. Meyers, Fletcher, Wilson, Burke Members Present: Julie Holm
Call to Order: Gilmore called the meeting to order at 7:05 P.M. at the GHS commons Approval of Minutes: Hobbie presented Minutes from the October 2016 meeting were presented and approved. Treasurer’s Report: L. Meyers reported Provided financial report for YTD July 1, 2016-November 15, 2016. Balance as of November 15th is $58,590.41 in the main account and $5,134.30 in the spiritwear account for a combined total of $63,724.71. All invoices presented to the treasurer to date have been paid. Recently paid an invoice $1,478.98 for the Cross Country tent that was awarded to the Cross Country team. The coach loves the tent and is very appreciative of it. Old Business: L. Meyers reported on the color run that is being planned for April 22, 2016. A committee met to begin planning. Coach Garber was in attendance. The hope is to conduct the run the east side of GIS to the marina and back. Need to talk to Sangamon County Sheriff to discuss issues relating to permits and road closures. Coach Garber suggested that since it will be during track season and those athletes will be unable to participate in the run, that possibly they could help work the event. Coach Garber is going to reach out to local running clubs as well to gain more awareness and participation in the event. Cost is $20 per student, $25 for members of running clubs, $30 for early registration and $35 for late registration.
Gilmore reported on the current membership drive. The information will be sent to the printer for the winter program so all new memberships need to be in by November 27 th to make the cutoff. Burke mentioned he will put the information back up on the website front page and will also tweet out the info as well. Gilmore mentioned she will again reach out to the DO.
Wilson, Hobbie and L. Meyers reported on Trunk Or Treat. The boosters decorated three trunks for the event and handed out candy, crackers, granola bars, chips, and cookbooks. It was well-received by the community and the plan is to participate again next year.
Hobbie reported that she plans to open an online store through Greco Graphics for the holidays. The store will hopefully be open early next week for a couple weeks with delivery before Christmas. Plan is to sell current inventory with possibly a few new items and to also run a small sale as well on older inventory. Discussion continued regarding plans for the future of the spiritwear store as Hobbie plans to retire at the end of this school year. Talk revolved around the purchase of a spiritwear trailer that would be a mobile unit that could be transported to sporting events more easily than it is now.
Gilmore and Fletcher reported on the Superhero sponsorship idea in conjunction with Girls on the Run. At this time we will not make a donation to Girls on the Run as it is more complicated because of it being a national organization. The boosters will definitely consider a donation if asked and there is a means and need for a donation. A motion was made by Gilmore and seconded by Fletcher that the boosters donate $1,000 towards the Superhero program. Motion passes.
New Business: Hobbie presented a proposed request form to be filled out by any coach/team requesting funds. The hope is that this form will be used by anyone who wants an award from the boosters. After a discussion, the form will be revised to include a request for a quote to be attached to the form. There is currently a section of the form that the booster president will sign and mark whether the request is approved or denied. The form will be revised to add to that section that if denied, we will state a reason for the denial. The form must be signed by the AD as well as the requesting coach to be considered.
Glenwood Athletic Boosters Meeting
There was a short discussion regarding the by-laws. Several questions still revolve around whether we need them or not. We decided to table the discussion for a later date while we research a few of the questions we currently have.
Gilmore reported on the current situation with the upcoming Men’s Basketball season and the concessions. Currently the roster is comprised of very young players. Rhonda Allen, who has been the lead parent for the last several years, doesn’t currently have an athlete on the team and neither does Gilmore at this time but both have agreed to organize and take the lead on scheduling shifts for the concession stand. Varsity parents will be expected to work JV games. After reaching out to football, soccer, tennis and track only one sport showed any interest in helping work varsity concessions. It was decided that football will work all varsity concessions supplying at least one adult and filling in with athletes. They will be paid $100 per game and there are currently 12 home games scheduled.
Gilmore clarified the question about the football banquet. We are simply a conduit for payments made from families since there is no open account for them to take checks. We will collect payment and write checks to cover the banquet but no profit is made. It is a cash in/cash out scenario.
L. Meyers discussed with Wilson and J. Meyers upcoming needs for winter sports and their money bags. Arrangements were made for money bag pickups and drop-offs.
Meeting adjourned at 8:41 p.m. Next board meeting will be scheduled for January TBA. Respectfully Submitted, Molly Hobbie, Vice President Glenwood Athletic Boosters
