Booster Club General Meeting Minutes December 2, 2013

Dobson Football Booster Club

Meeting Minutes

December 2, 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:

Julie Erickson, Sarah Meraz, Susan Hernandez, Sarah Young, Michelle Masters, Marissa Smith, Theresa Blancas, Lance Blessing, Lindsay Blessing, Kelly Stout. Attended by Proxy: Kristina Cormier, Coach De La Torre, Jodi Kelly, Jana Leineweber.

 

Call to Order:

Susan Hernandez called the meeting to order for the Dobson High School Football Booster Club at 6:37 pm, Monday, December 2, 2013.

Motion to start the meeting: Marissa Smith

Second: Michelle Masters

All in favor: Yes

Opposed: None

 

Introduction of New Members:

Susan recognized no new Members present but reminded returning Members of voting privilege after two (2) consecutive meetings, including via Attendance by Proxy per DFBC By-Laws.

 

Meeting Minutes and Financial Vote:

Meeting Minutes and Financials vote will be at end of meeting. During the meeting hard copies of November 2013 Meeting Minutes will be passed throughout the room for member review prior to voting at the end of the meeting. November 2013 Financials will be voted on via email because the bank statement was not yet available for printing at the time of preparation for this meeting.

 

Business Agenda:

A. Sarah Young –

  • Debit/credit card mobile swipe – and new account for corresponding new account are still on hold until 501(3)C formal Confirmation. Option for 2 devices (one for each Concession side) will be discussed once our 501(3)C has been officially accepted.

  • Concessions – $4,200.00 above expenses but does not include Football Program splits, which are 50/50. Football Program check has been delivered by Theresa Blancas to the Bookstore for deposit into their club account and the deposit slip has been received by Sarah Young/Treasurer. Check was for $2562.47 – per our agreement that is 50% of our Concession Sales, which is almost $1,000.00 more than last year.

B. Mark Erickson – status of 501(c)(3) –

  • Still waiting on formal Confirmation.

  • Bylaws changes – Theresa Blancas is in the process of reviewing and making recommendations of changes in Bylaws to be consistent with description of Executive Board versus Full Board. Still in process as our preference is to only vote on this once.

  • Insurance – Julie Erickson – status of approved membership to NBCTC – National Booster Club Training Council at starting cost of $309. Still waiting on official 501(c)(3) Confirmation in order to pay due to PayPal transaction issue.

C. Golf Tourney wrap-up (post-150 days) – A/R, A/P, Debriefing – Dr. Walker sponsorship, final financial numbers. Update by Sarah Meraz:

  • Sponsorship check still not received. Sarah Meraz was told it should be in our mail. Julie Erickson will check mailbox. Follow up required to complete transaction prior to end of calendar year 2013 and closing of the bank account. Follow up by Sarah Meraz and/or Sarah Young or Lance Blessing / Treasurer 2013 and 2014, respectively.

D. Coach’s Football Program financials shared with DFBC – transition. Susan Hernandez had not spoken with Coach yet. Follow up is required by 2014 Board.

 

Other Business:

A. Yard Signs – Second collection date will be this Saturday, 7am, in the Horseshoe Drive.

B. Locker Room Project – removal status – Theresa Blancas. All items removed from Alex Gomes/Equipment Manager’s room to Sarah Young’s home, inside the house.

C. Highlight Night – Sarah Meraz/Coordinator. Julie Erickson has update regarding gifts. Everything went great, gifts have been distributed either personally or via Coach De La Torre.

D.  Banquet Night – Susan Hernandez reports that the banquet went great.

 

Fundraisers:

A. East Valley Sports – Susan Hernandez – status of East Valley Sports website contract. She will tgalk to him on 12/13/2013, when at DHS for home Wrestling match. Previously reported that the EVS rep will come and bring his computer and we can see three (3) styles of shirts, set it up now, and wait to push it public until whenever we tell him.

B. Stadium chairs – Sarah Meraz – She will provide contact information for purchasing from Linda Murphy but Linda’s computer crashed. Sarah Meraz will followup with the Bookstore regarding inventory and any funds due to DFBC.

C. Luv My Bling – Julie Erickson – In-store fundraiser follow up. Julie reports that our check from them for $145.00 has been received and deposited by DFBC. They are definitely interested in continuing our relationship next year but they will be moving locations. We are also interested in another in-store fundraiser. Julie will follow up.

D. Water Donations –

  • Theresa Blancas – status of Fry’s water and meal donations via Corporate offices. Still waiting on their notification. Follow up is required and will be by Theresa.

  • Kelly Stout – Walmart for water donations – She has been advised to start contact them this Spring.

E. Graduation Water Sales – Susan Hernandez will submit the paperwork for Water Sales only. No Breakfast/Coffee because it did not go well and Dutch Brothers said it was our fault for not properly advertising but Susan says they were also very late and by the time the coffee was ready the Student’s names were being called. – Susan Hernandez will follow up with Donna Koch.

F. Spring Carnival – committee needs to be formed for research and planning. Susan Hernandez will provide contact information for Michelle / Amusement Park to Michelle Masters and Kelly Stout, our 2014 Co-VP’s of Fundraising. It was previously decided that a Spring of 2015 date is more realistic. Put it on the Agenda early for Spring 2015 because they are often booked a year in advance.

G. HoHoKam Foundation Grant – status of reimbursement to Julie Erickson for Locker Room Project photos. Sarah Young reports that a check will be issued today to Julie Erickson with her receipts.

H. Susan Hernandez – money from Program sales in stands at away game to Sarah Young. Susan will give the Program sales money to Sarah when we meet for bank transition from 2013 to 2014 on Saturday. Susan reports that 13 Programs were sold at the away game vs Apollo HS.

I. Digital ads on new scoreboard – follow up with Dr Perkins regarding details is required in order to know how to “sell” this to next year’s sponsors. Susan Hernandez has not yet obtained any information.

 

Coach: Per his conversation with Theresa Blancas, he will not be in attendance at December meeting due to illness.

 

New Business:

A. Susan Hernandez will followup with District regarding how to get shelving installed. Susan will follow up with Donna Koch.

  • Lindsey Blessing – Her brother wants to know who cleans the schools because he has a cleaning company. Susan Hernandez reports MPS District crews. Kelly Stout suggests calling the District for the deadline for their annual contract bids.

  • Kelly Stout – chip clip donations. She was waiting on the final information regarding Concession Stand shelving. She will donate the chip clips but wants to be sure which style to order.

  • Kelly Stout – microwave donation. Thank you for Home donation and in advance for next year’s donation for Visitor side.

B. Installation of 2014 DFBC Board Members – for transition purposes, take effect as of December 3, 2013. Per DFBC Bylaws transition includes bank, Arrow Storage, relinquishing of keys for locks and code to DHS Shed and Arrow Storage Unit, all information from 2013 Board Members relinquished to 2014 Board Members, and other paperwork for District, 501(c)(3), and others.

  • Discussion regarding Concession Stand Coordinator being separate from Co-VP of Fundraising.

  • Lindsey Blessing and Kelly Stout agree to be the Coordinating Team for Concession Stand for 2014.

  • Thank you to outgoing 2013 Board Members for their service to DFBC:

    • President: Susan Hernandez

    • 1st Vice President – Special Events: Julie Erickson

    • 2nd Co-Vice President – Fundraising: Sarah Meraz

    • 2nd Co-Vice President – Fundraising: Kristina Cormier

    • Treasurer: Sarah Young

    • Secretary: Theresa Blancas

    • Member-At-Large: Michelle Masters

    • Member Chair: Marissa Smith

  • Welcome to incoming 2014 Board Members:

    • President: Sarah Young

    • 1st Vice President – Special Events: Julie Erickson

    • 2nd Co-Vice President – Fundraising: Kelly Stout

    • 2nd Co-Vice President – Fundraising: Michelle Masters

    • Treasurer: Lance Blessing

    • Secretary: Theresa Blancas

    • Member Chair: Marissa Smith

    • Team Representative – Sophomores: Lindsey Blessing

    • Team Representative – Sophomores: Jodi Kelly

  • Theresa Blancas will set up the bank appoint and send notification to appropriate Board Members, which are Sarah Young, Lance Blessing, Kelly Stout, and Theresa Blancas, once Susan Hernandez notifies us whether she is available on Saturday, 12/07/2013 (she believes so but needs to confirm). Susan also said she will relinquish keys, codes, and information in bins at the Saturday appointment.

 

Meeting Minutes and Financials vote:

A. November 2013 Meeting Minutes vote – hard copy for Member review

Motion: Sarah Young

Second: Lindsey Blessing

All in Favor: Yes

Opposed: None

 

B. November 2013 Financials vote –  approval vote will be done via email because the bank statement was not yet available for printing at the time of preparation for this meeting.

 

Motion to close the meeting:

Motion: Marissa Smith

Second: Julie Erickson

All in Favor: Yes

Opposed: None

Meeting closed at 7:02pm.

ACTION ITEMS:

1. Sarah Young – debit/credit card mobile swipe and new account for corresponding new account are still on hold until 501(c)(3) formal completion. Option for 2 devices (one for each Concession side) will be discussed once our 501(c)(3) has been officially accepted.

2. Mark Erickson – status of 501(c)(3) formal Confirmation.

3. Golf Tourney wrap-up (150 days) – Dr Walker – Sponsorship check still not received. Sarah Meraz was told it should be in our mail. Julie Erickson will check mailbox. Follow up by Sarah Young / Lance Blessing.

4. Coach’s Football Program financials shared with DFBC – transition. Follow up is required.

5. Theresa Blancas is in the process of  reviewing and making recommendations of changes in Bylaws to be consistent with description of Executive Board versus Full Board.

6. Julie Erickson – status of approved membership to NBCTC – National Booster Club Training Council at starting cost of $309.  Waiting on 501(c)(3) official Confirmation.

7. East Valley Sports – follow up is required to setup an appointment with EVS here at DHS.

8.  Locker Room Project – Tabled until Spring (awnings, chairs, runners).

9. Stadium Chairs – Sarah Meraz will provide contact information for purchasing and will followup with the Bookstore regarding inventory and any funds due to DFBC.

10. Luv My Bling — Julie Erickson — follow up for in-store fundraiser for next year.

11. Theresa Blancas – status of Fry’s water and meal donations via Corporate offices.

12. Kelly Stout will check with Walmart for water donations – in the Spring of 2014.

13. Susan Hernandez – will follow up with Donna Koch re Graduation Water Sales paperwork.

14. Spring Carnival – a committee is necessary for research and planning.

15. HoHoKam Foundation Grant – Sarah Young – status of reimbursement of Julie Erickson.

16. Susan Hernandez will followup with District regarding how to get shelving installed.

17. Kelly Stout — chip clip donations – waiting on District shelving issue.

18. Kelly Stout — microwave donation – waiting on District shelving issue.

19. Susan Hernandez – money from Program sales in stands at away game to Sarah Young.

20. Digital ads on new scoreboard – follow up with Dr Perkins is required to know how to sell to 2014 Program sponsors.

21. Email voting of approval of November 2013 Financials – Theresa Blancas.

22. Transition from 2013 Board Members to 2014 Board Members – Bank, Arrow Storage, District paperwork, relinquishment of keys, codes, information in bins.

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