WWTC BOARD MEETING MINUTES January 30, 2017 Call to order: A board meeting of the Woodstock Wolverine Touchdown Club (“WWTC”), was held at Woodstock High School, Woodstock, Georgia on Monday, January 30, 2017. The meeting convened at 6:30PM, President Matt Schoeb opening the meeting at 6:37PM, with Vanessa Hooper, Secretary recording minutes.
Members in Attendance: Brent Budde – Head Football Coach Matt Schoeb – President John Youmans – Vice President Vanessa Hooper – Secretary and Director of Events Shannon Bass – Director of Finance Randy Hooper - Director of Information Technology Dacia Shackelford – Director of Team Services Samantha Wood – Chair – Memberships Cari Kilgore – Team Mom – Rising Seniors Annie Andon – Team Mom – Rising Juniors Kelli Greiner – Team Mom – Rising Sophomores Videssa Ormsby – Team Mom – Rising Freshman Members not in attendance: Keith Martin – Director of Sponsors OPEN – Director of Field Operations
Officers' Reports: President • • •
• • • • •
The position of Director of Field Operations is no REMOVED. Freshman Team Mom role is now filled. Videssa Ormsby (formerly Team Mom for 8 th Grade Jr. Wolverines) kindly accepted the position. Election Process for WWTC Executive Board – email to be sent out to current members for nominations to the Executive Board positions (with the exception of President and Vice President). Members’ current in their fees will have the opportunity to self-nominate only for the positions. These nominations must be sent in to Vanessa Hooper by 2/26. The board will then review nominations and approve. All nominations will be submitted to the members for vote at the March 6 parent meeting. The term is for two years, however if a member is a senior parent, there will be a co-director assigned by WWTC unless a co-director nominates themselves and is appointed by vote of the board. Tim and Gail Baert will continue in the role of Concessions Committee. Knights of Columbus have not yet confirmed continued support. Banquet recap – no feedback was received. Pinestraw Fundraiser – John Youmans to lead, plan and implement pinestraw fundraiser. Date in April was agreed to however subsequently changed to March 25th. We will be selling mulch also. Pricing does not include spreading. Spreading will be quoted if it is agreed that we will spread. Players cannot participate in spreading due to County rules. Registration has been live. Only a few registrations received. Team Moms to remind again. It was agreed that fees remain at $450.00. Revised ByLaws reviewed by collective group. ✓ Motion to change existing ByLaws to those proposed. Motion passed. ✓ Motion to change Membership Fees refund policy. Motion passed contingent upon final approval by Athletic Director. ✓ Motion to change “scholarship” to “hardship” as we currently do not have a mechanism to set funds aside for a scholarship fund. Motion to change. Motion passed.
Director of Finance • • • •
Provided copies of proposed Budget and Expenditures for 2017 Season, and discussed financial overview and profits. Matt Schoeb, Coach Budde, John Youmans and Shannon Bass met week prior to Board Meeting and discussed 2016 season’s numbers. Current Balance is $11,719 which is less that what remained in 2015. Overlook overhaul is not included in the current budget. In discussions to figure out how to pay for Overlook. AD & Principle may assist
WWTC Board Meeting Minutes – 1-30-17
• • • • • •
with expenses. Overlook décor expenses were invested in in the 2016 season, so there will not be a need to spend any additional funds this season. WWTC is currently 100% self-sufficient. Coaches expenses are the biggest change reflecting an increase to $1,000 per Coach. County now allows the WWTC to match what the school’s supplement is, however WWTC currently cannot afford $3,000 per coach so we will increase to $1,000 per coach for the 2017 season. Transportation continues to be the financial responsibility of the WWTC. Parking continues to be administered by the school however all funds come back to WWTC. Team Moms to assist in making sure all players are registered this season as last season there was a gap in players on the field vs. players actually registered. Coach Budde to provide an updated roster to Vanessa Hooper each week. Vanessa will then send to Team Moms and team moms will then follow-up with parents/players and report back to Vanessa Hooper who will update roster for games, and will report back to Shannon Bass for financials.
Head Coach • Spring schedule already provided a few weeks prior to meeting. • Calendar with Game and Camp Schedule can go up onto website. Game Schedule is the same teams as last year but flip-flopped locations. • July 3rd – July 7th – DEAD WEEK – No football • September 1 – Senior Night (vs. Sequoyah) • October 26th = Coach to take seniors out for “Senior Supper”. This is in addition to the Senior Dinner.
Board and Sub-committee reports: N/A
New Business: 2017 Fundraisers • Shopping Boss – new fundraiser. Card cost is $20 with % to WWTC. Shopping Boss representative to come to Parent meeting to explain and also discuss concerns with parents regarding the safety of storing cards on the website. Shopping Boss BLITZ 9am – noon on Saturday May 13th. • Game Day Cards start 7/24. Blitz on August 5th (Media Day) • Pine straw and Mulch – Originally scheduled for April 15th is now March 25th. Spreading at additional cost and quoted when requested. • TBD – Pancake Breakfast?
Summer Camps • Summer camps: • Team Camp – Pickens Team Camp - June 13th and 14th. Players will be bused to and from Pickens. Players will be fed. Camp Fees will be included in Player Fees for the Season. • Varsity (Invite Only Camp) – FCA Sleepover Camp at West Georgia – July 18, 19 & 20. Helmet and Shoulder Pads Cost in addition to players’ fees (per player) Motion: Moved by Matt Schoeb that discussion on new business for this January 30 meeting is closed. Motion carried.
Announcements: Next meeting to be held on February 27th at 6:00PM
Open Discussion: 1.
Players Signs. Player signs can remain the same. Parents do not need to purchase new unless they want to or player jersey number changes. Tara Gazullo can provide us with a very discounted rate on the signs. She will also provide us with discounts on other banners and signs for the stadium.
2.
Membership Packages (Touchdown Club). •
3.
Samantha Wood – Memberships Chair: Pricing to be sent to Cheer organization. Letter to be sent to Freshman parents explaining the benefits of membership. Invitation to Junior Program to participate in memberships.
May 19th – Navy Cardinal Scrimmage. Traditional tailgate to be held and planned by Vanessa Hooper.
WWTC Board Meeting Minutes – 1-30-17
4.
Next Parent Meeting is proposed for March 6th from 7:00PM to 8:30PM.
5.
Communications. Vanessa Hooper requested that communications come through her for distribution through website and that email communication between board and committees be clear and concise with cc to only those representatives with a “need to know”. BCC should be utilized when group emails are sent out. Coach Budde agreed to send all communications for Team Moms through Vanessa.
Adjournment: The meeting was adjourned at 7:45PM.
Vanessa L. Hooper Secretary Woodstock Wolverine Touchdown Club