July 8th meeting Minutes

Dobson Football Booster Club

Meeting Minutes

July 8, 2013

 

Meeting Location: DHS Football Coach’s Office

 

President: Susan Hernandez                    1st Vice President: Julie Erickson

2nd Co-Vice President: Kristina Cormier            2nd Co-Vice President: Sarah Meraz

Treasurer: Sarah Young                    Secretary: Theresa Blancas

Member at Large: Michelle Masters                Member Chair: Marissa Smith

 

Meeting attendees:

Sarah Meraz, Kristina Cormier, Dr. Ray Perkins, Sarah Young, Susan Hernandez, Michelle Masters, Kim Gidley, Julie Erickson, Michelle Outie, Theresa Blancas, Coach De La Torre, Ms. Tamara Addis. Attended by Proxy: Nicole Masson, Emy Nash, Gricelda Medina, Jodi Kelly.

 

Call to Order:

Susan Hernandez called the meeting to order for the Dobson High School Football Booster Club at 6:48 pm, Monday, July 8, 2013.

Motion to start the meeting: Sarah Young

Second: Kristina Cormier

All in favor: Yes

Opposed: None

 

Introduction of New Members:

A. Susan recognized new Members and reminded them of voting privilege after two (2) consecutive meetings, including via Attendance by Proxy per DFBC By-Laws.

B. Dr Perkins, A.D. introduces  Ms Tamara Addis, new Principal at Dobson HS. Ms Addis shared a few words regarding her vision and direction for DHS, which is driving forward.

 

Meeting Minutes and Financial Vote:

June 2013 Financials and June 2013 Minutes vote will be taken at the end of the General meeting to give Members an opportunity to review the printed copies being passed around the room.

 

Business Agenda:

A. Sarah Young – reported status of research regarding debit/credit card mobile swipe as in process. Bank of America (our bank), mobile terminal $29.99 per month, $15 monthly fee, min charge, however this will need to be restarted with the new EIN and we will also need to setup a new checking account.

B. Sarah Young – status of $1,300.00+ invoice balance (half) due for endzone camera. We owe 2nd half and will pay prior to Aug. 1.

C. Sarah Young – Graduation Water Sales and Concession Sales splits with Players and Booster Club.

  1. Water: $923.00 100% split between 9 boys.

  2. Concessions: Will not be split  since we are giving 100% of water

D. Mark Erickson – status of 501(3)C folder review and direction.

  1. More paperwork for each Member present (suggestions).

  2. More paperwork for each Board Member

  3. Theresa Blancas will collect all suggestion paperwork from Members present at 07/21/2013 Camp Send-off.

  4. There will be a special Executive Board meeting on Saturday, 07/27/2013 at 1pm at the Erickson’s to wrap up suggestion paperwork and final details for application.

  5. We have a NEW EIN, instead of continuing to use the previous EIN, to avoid conflict of interest. Mark Erickson provided the new EIN to the Executive Board.

  6. Bylaws discussion – need to adopt Conflict of Interest Policy at next meeting, as required by 501(3)C documents.

  7. Need INSURANCE – Liability policy – business owner policy – umbrella policy, which covers group but not individuals – TOP PRIORITY.

  8. Mark Erickson will follow up regarding  insurance.

E. Status of financial audit contacts for DFBC 2012 Financials pro bono: Sarah Meraz and Mark Erickson. This is now a CANCELLED item as it is no longer necessary since we will be using a new EIN, which disconnects us from past EIN.

F. Theresa Blancas email DFBC Financials to Dr. Ray Perkins, AD, on monthly basis. Dr. Perkins has a hard copy of June 2013 now.

 

Coach:

A. Theresa Blancas – per Coach’s request, promote ECA monies can be paid in increments, up to total allowed.

B. Important dates:

  1. 08/16/2013 Blue-Silver Scrimmage

  2. 08/21/2013 Scrimmage away (Shadow Mountain?)

  3. 08/30/2013 1st game = home game – field & scoreboard dedication

a. Assembly??

b. DFBC food/reception for dignitaries (Bidwell [which?], cheerleaders, Perkins, Addis, others?)

c. Julie Erickson will follow up regarding Powerade contact

  1. 08/10/2013 FOOTBALL PICTURES — black shirts w/ blue ties for SENIORS ONLY

  2. Lift-a-Thon currently active. Forms available on Website and from Coach. Money collected by parents, held by parents, hopefully to pay for Summer Lifting Program directly to Bookstore.

  3. 2013 Camp of Champions

a. Send off 07/21/2013 – 5am

b. Return 07/26/2013 – 2pm

c. TUES 07/16/2013 7pm PARENT/PLAYER CAMP MTG

1. bring case of water

2. Theresa Blancas will email regarding meeting, need snacks, fruit snacks, rice krispies treats, for Players evening snacks

3. DFBC will check concession stand for appropriate treats to donate

C. All Players must turn in packets to Donna Koch / Main Office.

D. After return from camp on 07/29/2013 – equipment distribution – returning varsity lettermen (approx 40 max ppl) – DFBC will assist.

 

Other Business:

A. Susan Hernandez – Lawn Signs – set date for inventory then play for making additional signs. Susan will inventory. Susan will email re date for making signs.

B. Susan Hernandez – status of East Valley Sports and Executive Board meeting, along with Coach, to decide what we will offer via EVS website and finalizing the contract.Tabled until post-Golf Tournament. Susan will contact ESV & email Exec Bd for mtg to finalize decisions.

 

Fundraisers:

A. Julie Erickson – Luv My Bling suggested and provided a sample of “Spirit Sleeves.” $7 sell for $10? — Decided no spirit sleeves.

B. Julie Erickson – Luv My Bling in-store fundraiser follow up.

1. 08/30 Varsity – scheduled

2. Need schedule for Frosh and/or JV

3. Julie will follow up with them and update us.

C. Julie Erickson – Team posters follow up. Waiting on Coach’s decision for sizes and locations.

D. Sarah Young – status of Coach’s request regarding a slideshow on our Website homepage.

1. Michelle Masters – AdCents on website and tied to our Gmail. Sarah young will provide payPal code for website donations.

2. Coach’s bios will duplicate our Media Guide/Program bios.

E. Sarah Young — Fall Carnival – update regarding Carnival AYSO dates in Fall. A Fall date will not work for the fields to the West of the school due to scheduling of AYSO Games.

F. Susan Hernandez – status of Fry’s water and meal donations per Lisa Fenstermaker.

G. Susan Hernandez – status of securing car wash locations.

1. Date: Saturday, 07/20/2013

2. Three (3) locations, one for each level: Freshmen at Applebee’s, JV at AutoZone, Varsity at Arby’s

3. Coach hoping for a Coach at each location

4. Players report by 5:45am, probably done by noon.

5. Theresa Blancas will send an email with details to appropriate parties within our Contact List

H. Treasurer and Secretary will create and maintain the Fundraiser Spreadsheet and be the primary contact with Vicki at the Bookstore.

I. Kristina Cormier – Game Face status. After discussion, it was decided not to do this because it was not cost-effective.

J. Kristina Cormier – status of potential for Farmer’s Market face painters at Home Games – they are gone for the Summer season so she was unable to ask them.

K. Julie Erickson – status of potential for DHS Art Club for face painting at Home Games, via Coach Wells – playing tag but will attempt to contact him.

 

New Business:

A. Mark Erickson – Golf Tourney approved by Kokopelli for Saturday, 11/23/2013 BUT $55/person – HIGH. Our June 2013 was $35/person.

1. Coach provided contact name for additional research: Mort Ortega

2. Mark Erickson will follow up with Mort Ortega then with DFBC

 

Meeting Minutes and Financial Vote:

June 2013 Financials vote —

Motion: Marissa Smith

2nd: Kristina Cormier

All in favor: Yes

Opposed: None

 

June 2013 Minutes vote —

Motion: Julie Erickson

2nd: Michelle Masters

All in favor: Yes

Opposed: None

 

Actions Items/Calendar:

  1. Sarah Young – status of debit/credit card mobile swipe and new account for corresponding new EIN.

  2. Sarah Young – status of $1,300.00+ invoice balance (half) due for endzone camera.

  3. Sarah Young – Graduation Water Sales split payment to Football Program for Player.

  4. Mark Erickson – status of 501(3)C folder review and direction.

  5. Coach –

  1. Blue/Silver Scrimmage 08/16/2013,

  2. Scrimmage 08/21/2013,

  3. First game status 08/30/2013 (Julie Erickson – Powerade),

  4. Camp follow up,

  5. Equipment distribution follow up.

  • Susan Hernandez – Lawn Signs – set date for inventory then play for making additional signs

  • Susan Hernandez – status of East Valley Sports and Executive Board meeting, along with Coach, to decide what we will offer via EVS website and finalizing the contract

  • Julie Erickson – Luv My Bling in-store fundraiser follow up.

  • Julie Erickson – Team posters follow up.

  • Sarah Young – status of Coach’s request regarding a slideshow on our Website homepage.

  • Fall Carnival – discuss possible dates or possible Spring dates.

  • Susan Hernandez – status of Fry’s water and meal donations per Lisa Fenstermaker.

  • Treasurer and Secretary will create and maintain the Fundraiser Spreadsheet and be the primary contact with Vicki at the Bookstore.

  • Julie Erickson – status of potential for DHS Art Club for face painting at Home Games, via Coach Wells.

  • Mark Erickson – Golf Tournament update.

  •  

    Next Meeting:

    August 5, 2013 at 6:30 pm at DHS Football Coach’s Office.

     

    Close of Meeting Vote:

    Motioned: Marissa Smith

    Seconded: Sarah Young

    All in favor: Yes

    Opposed: None

    Close of Meeting: 8:37 pm

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