Category: Minutes

Booster Member Meeting 10-13-2015

Monthly Member Meeting Minutes

Dobson High School – 1501 W Guadalupe Rd Room S2

October 13, 2015 – 6:30pm to 8:30pm

 

Time Topic Description Topic Leader
6:15pm
  • Assembly/meet & greet
Informal
6:30pm
  • Meeting Commencement / Introductions & Welcome New Attendees
  • Michelle motioned to start the meeting at 6:35pm, Stella was 2nd, all in favor and none opposed
  • Tracey Peacock was a new member attendee tonight
  • Susan Hernandez was a new member attendee tonight
Michelle Masters
6:35pm
  • Secretary’s Report
    • Review of prior meeting’s minutes – Amanda reviewed the prior minutes, Amanda motioned and Michelle was 2nd, all in favor and none opposed with changes
Amanda Jenkins
6:45pm
  • Coach’s Report
      • Applebee’s – he would like to do this for the Flapjack breakfast the 1st or 2nd weekend after the season ends
  • This will be tabled until next year
      • Coach has a special request – Melissa Green did repairs on the black out jerseys and she did ask not to be reimbursed but he would like to reimburse her for her time. Michelle motioned for a check to be issued for $50 and Kim was 2nd, all in favor and none opposed.
George De La Torre
7:15pm
  • President’s Report
  • Google Apps have been approved and Michelle has started the transition, we do need to have a Technical Admin.  Kim Stratman asked if someone was the admin if someone would show that person how it works and Michelle said she would be happy to help whoever wanted to do that.
  • Michelle would like to motion for the change and Colleen wanted to make sure this change would be started when the new board members start.
  • Michelle motioned for the change, Sarah was 2nd, all in favor and none opposed
  • A parent recommended that we buy already made popcorn from Costco and scoop it out and sell it that way
Michelle Masters

 

7:30pm
  • Treasurer’s Report
    • Review September Transaction reports and Bank Statement – Sarah motioned to approve the financials, Michelle was 2nd, all in favor and none opposed
    • Savings account has $25
    • Checking account has $24,010.76, ending book balance is $24,506.45
    • Concession net profit was $4,101.33
  • Sarah recommended not accepting any bill over $20 because it makes it hard for deposits and not a good idea to let people know we don’t have that make money on hand.
    • Net profit for the year $14,075.90
    • Sarah does have a check for Agape
Sarah Young

 

7:45pm
  • Fundraising VP’s Report
      • Kona Ice was a check for $236 for the month
      • Flapjack breakfast was discussed prior – Michelle said coach is ok to do the Saturday after Senior Night – Collen asked that we just table this until next year. Everyone agreed with that idea.
      • Concessions – Amanda recommended that hot food should be sold only for Varsity games because we waste a lot during the freshman and JV. – Amanda will still send out votes for the concession items each week
Colleen Reed
8:00pm
  • Special Events VP’s Report
    • Media Guide – has already done 2nd proofing and 3rd proofing will be tomorrow and will need help doing this proofing. The proofing will be at Michelle’s house on Thursday 10/15 at 6 or 6:30pm
    • Senior Night is the last home varsity game and Stella went over how Senior Night works – Tricia Hill will open her house to make posters for senior night
  • We discussed the parent gifts for senior parents – Prep work will be
    • Highlight Night – Stella went over highlight night and we need to discuss the date. – Coach will check with the filming company to find out when the highlight videos will be done. Highlight Night will be November 12th at 6pm for Freshman, 7pm for JV and 8pm for Varsity – Stella will check with Dairy Queen for cakes, then there will be coffee and hot chocolate.  
  • We discussed gifts for the senior boys and Tracey will look into some prices
    • Award Night – Michelle was told by Scott Mohn that all coaches are on their own for awards night – Coach will find out and if so then we can combine the Award and Highlight night.
Stella Garibo
8:15pm
  • Team Meals
    • Team Meals – Outback is providing 200 meals that we can sell for $10 so we would make $2,000 – this night will be 1 night on Monday thru Thursday. We need to pick a date in the month of November.  Outback will be scheduled for November 18th and if that doesn’t work then November 19th
  • Team meal total $6,436.54 was donated, she is still waiting for totals from Texas Roadhouse, Outback and Stufrageous
  • Angela discussed an email that she received from Ihop that apologized for the miscommunication and that breakfast was not ready and that there was irritation.  Michelle stated that Susan was frustrated because they were questioning her and she got a little irritated.
  • Angela discussed that she wants everyone to go in like she would and to be considerate and nice to those that are donating meals.
Angela Almanza
8:45pm
  • Recap task assignments
  • Meeting Adjournment – Michelle motioned to close the meeting at 8:49pm, Colleen was 2nd, all in favor and none opposed
Michelle Masters

 

 

Booster Member Meeting 9-8-2015

Monthly Member Meeting Agenda

Dobson High School – 1501 W Guadalupe Rd Room S2

September 8, 2015 – 6:30pm to 8:30pm

 

Time Topic Description Topic Leader
6:15pm
  • Assembly/meet & greet
Informal
6:30pm
  • Meeting Commencement / Introductions & Welcome New Attendees
  • Michelle motioned to start the meeting, Amanda was 2nd, all in favor, none opposed at 6:45pm
Michelle Masters
6:35pm
  • Secretary’s Report
    • Review of prior meeting’s minutes – Amanda motioned to approve the August meeting minutes with a change, Colleen was 2nd, all in favor and none opposed
Amanda Jenkins
6:45pm
  • Coach’s Report
  • Blackout Jerseys –
  • $3,000.34 is the total for all jerseys
  • 32 players are paying $1,920 (3 more players need to pay)
  • Incentive money is $1,080.34
  • Michelle motioned for $1,080.34, Amanda was 2nd, all in favor and none opposed (17 jerseys and shipping)
  • Coach Sanchez – would like to get $100 for a spaghetti dinner for the Lineman and whoever doesn’t have dinner for the items for spaghetti dinner and dessert.
  • Michelle motioned for reimbursing Coach Sanchez and his wife, Amanda was 2nd, all in favor and none opposed
George De La Torre
7:15pm
  • President’s Report
  • Google Apps Migration plan – still in progress
Michelle Masters
7:30pm
  • Treasurer’s Report
    • Review August Transaction reports and Bank Statement – Sarah said the Agape check cleared, there is about $22,000 in the bank but will email out financials.
Sarah Young
7:45pm
  • Fundraising VP’s Report
    • Concession
  • Concession Items – Amanda passed the concession inventory sheets around for review of what we have
  • Hot Food – Amanda would like to start Nachos on the home Freshman and Varsity game. Amanda will get the information for hotdogs and popcorn
  • Budget – After the JV game we will be able to come up with a weekly budget.
    • Flap Jack Fundraiser – maybe doing the end of the season, we will need to come up with dates, Michelle will ask coach when a good date would be
    • Coin Fundraiser – Compass will be coming on homecoming night and advertising needs to be done prior.
    • Kona Ice – Colleen has a check for $175, she will get the check for deposit
    • Costco Night – we need to advertise for the 9/26, Michelle and Amanda will coordinate this night for what we need. Everyone will let Michelle and/or Amanda know what kind of items we need or what we should get.
Colleen Reed

Amanda Jenkins

8:00pm
  • Special Events VP’s Report
    • Yard Signs – sending out email to bring back old sign for a new sign. We will give Varsity their signs on Saturday. JV on Monday and Freshman on Tuesday. If we have enough people we can do both teams on Monday.  Stella will need to check on what day is better.
Stella Garibo
8:15pm
  • Team Meals
  • Team Meals & Servers – Angela has all the team meal slots filled
  • Oregano’s is donating and would like a banner on the fence for a $500 donation of food
  • Pizza Hut is donating $500
  • Angela went over the schedule for the team meals still waiting for Ihop, Taco Bell, Oreganos and Costco
  • Servers – meal pick ups and volunteers were discussed
  • McDonalds – ice is approved for all season and Angela will work on getting breakfast donations
  • Sonic – Angela spoke with Sonic and he does it per event for the water and they will only do the Varsity games. This will be for the concessions, Michelle is buying and donating water for team meals this week.
  • Plates and Chips – Chips will be purchased tomorrow by Michelle and Amanda for the team meal. Michelle will donate the plates for this week’s meals
Angela Almanza
8:30pm
  • Other Business
    • Open Floor
  • Amanda asked who gets free water – Michelle will check with Scott Mohn if the school still offers water to the Refs
  • Coaches need to sign out what they want to purchase so that we can keep track and get reimbursed what they get.
  • Angela would like to get a commercial grade grill if we get the grant money so that coach can grill. She will check with coach about a place to store the grill
(any member)
8:45pm
  • Meeting Adjournment – Michelle motioned to end the meeting, Sarah was 2nd, all in favor and none opposed at 8:33pm
Michelle Masters

 

 

 

Booster Member Meeting 8-11-2015

Monthly Member Meeting Minute

Dobson High School – 1501 W Guadalupe Rd Room S2

August 11, 2015 – 6:30pm to 8:30pm

 

Time Topic Description Topic Leader
6:15pm
  • Assembly/meet & greet
Informal
6:30pm
  • Meeting Commencement / Introductions & Welcome New Attendees
  • Michelle motioned to start the meeting, Sarah was 2nd, all in favor and none opposed at 6:41pm
  • Welcome new member, Kim
Michelle Masters
6:35pm
  • Secretary’s Report
    • Review of prior meeting’s minutes – Amanda reviewed the minutes from July and there is a spelling error to correct.
    • Amanda motioned to approve July minutes, Sarah was 2nd, all in favor and none opposed.
    • June minutes –
Amanda Jenkins
6:45pm
  • Coach’s Report
    • Coach said there is a possibility that Basha may come for the scrimmage on Thursday. Angela does have a team meal for Thursday from Olive Garden, if the cafeteria is not approved it will be done in the coach’s room – Stella will pick up the meal
    • Received 3 new water machines that need to be stored in the concession stand.
    • JV scrimmage will be on 8/20 at 6pm – will sell fan gear
George De La Torre
7:15pm
  • President’s Report
  • Varsity this year is $3,300 – Includes away and home games along with end zone and upload to Hudl
  • JV and Freshman is $2,100 – Includes 5 games each, press box video for 4 games and upload to Hudl
  • Last year we gave the highlight video to the Varsity players
  • Agape will be $7,500 – Michelle motioned, Stella was 2nd, all in favor and none opposed, this will be paid as $1,500 now and the remaining balance in September and October
  • August – Red Mountain Scrimmage at 6pm – Informal Freshman Scrimmage on 8/14 – JV Scrimmage on 8/20 – Varsity has an away game on 8/21 with Perry, there will be a team meal unsure who it will be right now –
  • Team meals need to be locked in for dates
  • Black out Jersey Recap – 18 boy earned them but 2 are no longer playing so we are paying for 16
  • Michelle did a locker room project with magnets, varsity players has a picture of the field, Seniors have their name and number on it.  JV and Freshman have smaller ones with the Junior Varsity and Freshman Football.  She does have the information to do it next year also.
  • Agape Invoice Vote – we are being asked to fund the JV and Freshman games this year along with Varsity.
  • Website & Facebook Statistics – In May the website had more visits than any other time in history – Facebook also had some spikes in July and August
  • Google Apps Migration plan – We have been approved for google apps, now we will be @dobsonfootball.com instead of @gmail.com, Michelle needs to still do some set up for this first. – Within the next month we will start the transition.
  • Review next 60 days –
Michelle Masters
7:30pm
  • Treasurer’s Report
    • Review July Transaction reports and Bank Statement – Sarah went over the bank statement
    • Checking is $21,816
    • Savings is $25
    • Expenditure – $653
    • Concession – $486.07
    • Camp Incentives – $580
    • Under Armour – $5,000 was approved but she needs an invoice
    • Camp Scholarship was $2,650
    • Melissa Green $180
    • Have not seen invoices for Media Guide, Yard Signs
    • Sarah motioned to approve, Michelle was 2nd, all in favor and none opposed
Sarah Young
7:45pm
  • Fundraising VP’s Report
    • Concession Budget – We need to see what sells before we decide to buy new items – Inventory will be done to see what will be needed and possible funding or budget
    • Flap Jack Fundraiser – trying to do this the week before homecoming however we will check with Coach for before and after Homecoming
    • Candy Donation – All parents to donate candy for cheer to decorate the locker room. – Email needs to be sent out to the parents but we need to have a place for the donations to go, drop off at the concession stands for the boys
    • Card Sales – we will discuss this later because the boys are selling cards right now
    • Outback offered 200 free meals for tickets to sell for $10 (we create the ticket) this can be for 1 night or for a full week, we need to pick a date. – End of the season for a full week – Angela will work on a proposal for this
Colleen Reed

 

 

 

 

 

 

 

 

 

 

 

Angela Almanza

8:00pm
  • Special Events VP’s Report
    • Media Guide – Angela will send Stella the information
    • Yard Signs – Need final inventory of what we have compared to how many boys we have – email needs to be sent out, August 29th will be the day that we do the renovations at 10am
Stella Garibo
8:15pm
  • Other Business
    • Open Floor
(any member)
8:45pm
  • Recap task assignments
  • Meeting Adjournment – Michelle motioned for the close of the meeting, Amanda was 2nd, all in favor and none opposed at 8:30pm
Michelle Masters

 

 

Booster Member Meeting 7-14-2015

Monthly Member Meeting Minutes

Applebees 2053 S. Alma School Rd, Mesa 85210

July 14, 2015 – 6:30pm to 8:30pm

 

Time Topic Description Topic Leader
6:15pm
  • Assembly/meet & greet
Informal
6:30pm
  • Meeting Commencement / Introductions & Welcome New Attendees
    • Michelle motioned to start the meeting, Sarah was 2nd, all in favor and none opposed at 6:41pm
Michelle Masters
6:35pm
  • Secretary’s Report

o  Review of prior meeting’s minutes – Amanda did not review meeting minutes and will get those emailed out with tonight with May

Amanda Jenkins
6:40pm
  • Treasurer’s Report
    • Reiew June Transaction reports and Bank Statement
    • Sarah reviewed the May financials and they are online as well, the bank records shows June also because of when the report was
    • May – Ending Savings Balance is $25, Checking Balance is

$11,703.26.

  • Cow Chip Bingo cleared $16,000, the 1st and 2nd place winner have not cashed their checks
  • June – Ending Checking Balance is $24,722.98, Savings Balance is $25.
  • Financial vote – Sarah motioned to approve the financials, Amanda was 2nd, all in favor and none opposed
Sarah Young
6:45pm
  • Fundraising
    • Fan Gear – Review selected designs and vote to purchase initial stock in time for Blue/Silver Scrimmage 8/7
      • Fan gear pictures where passed around and there was discussion about ordering some 3x shirts for men and Sarah stated we should only order a couple small and medium shirts.
      • Men’s Shirts will be 2 medium, 4 large, 6 XL, 4 – 2xl and 4 – 3xl
      • Women’s Shirts will be 4 medium, 5 large, 5 xl, 4 – 2xl and 5 – 3xl
      • Children’s Shirts will be 2 small, 2 medium, 5 large, 3 XL
Colleen Reed

 

 

  • Shirt prices for men and women would be $20 for med, lg and xl, for the 2xl and 3xl would be $23, Children will be $10
  • Women’s shirts will be blue, children will be white, and men will be grey
  • Sarah motioned for $775 for shirts, Michelle was 2nd, all in favor and none opposed
  • Fundraising –
    • Colleen received an email from the spirit line and thye would like to do a coin exchange competition for fundraising on Homecoming night with Midfirst

– Colleen will get back with the Spirit Line to let them know that we are interested.

  • Goodwill – Colleen would like for everyone to email her with dates that would work for everyone so that she can check with the lady at
  • Concessions (Susan Hernandez) – Review recommended inventory list and vote to purchase initial stock in time for Blue/Silver Scrimmage 8/7
    • Susan would like to open with the basics of candies, chocolate, soda, and She has a popcorn machine and snowcone machine if we are interested in using that to sale.
    • Kona Ice would like to be involved with all the scrimmage and games so we would not need the snow cone machine
    • Water still being donated from Sonic
    • Concession stand starting would be 4 boxes of candy, 4 boxes of chocolate, 3 cases of multipack of powerade, 12 cases of soda
Colleen motioned for $400 Concession start up,
Michelle was 2nd, all in favor and none opposed.
7:15pm
  • Coach’s Corner
    • Incentive purchases – Summarize tickets sold and vote to purchase Under Armor apparel for those who earned it.
      • Socks – 51 players at $8.50 a piece
      • Compression Shirts – 8 JV players and 8 freshman at

$50 for both blue and white

  • Cleats – 3 players at $50 to $85 each
Michelle Masters for Coach DLT

 

 

  • Camp – 2 players at $290 each
  • Black Out Jersey – 11 Varsity at $50 to 60 a piece but this will wait for now
  • Incentives would cost roughly $3,062.50 prior to the distribution of tickets to the Varsity players
  • Michelle is motioning for $580 for the 2 camp fees, Sarah was 2nd, all in favor and none opposed
  • Michelle motioned for $5,000 in Under Armour incentives, Stella was 2nd, all in favor and none opposed
  • Camp Scholarships – Review recommendations and vote to fund scholarships – coach is asking for $3,600
    • Varsity scholarship of $1,200
    • JV Scholarship of $1,100
    • Freshman Scholarship of $1,050
    • Michelle would like to motion for $3,600, Stella was 2nd, all in favor and none opposed
  • Camp Meal – Special meal request and vote to fund it – family by the camp would like to make fry bread for free and coach would like to give them $60
Michelle motioned for $60, Stella was 2nd, all in favor
and none opposed
7:30pm
  • President’s Corner
    • Google Apps for Non Profits – Features and capabilities – Michelle has been researching and this would allow us to have our own domain and she will discuss with them about how to transition to the new domain
    • DHS Athletic Director Announcement – the new one is

Maun

Michelle Masters
7:45pm
  • Special Events
    • Locker Room – Review décor changes to be made, schedule volunteers to assist, vote to purchase fence cover and seating
      • Stella will send out the information through email for a vote
    • Picture Day – Review volunteer needs and vote to purchase Senior Dress Shirts/Ties – will be getting a variety of sizes from Large to 3 XL and 4 ties
Stella Garibo

 

 

  • Stella motioned for $300, Julie was 2nd, all in
favor and none opposed
  • Media Guide – Review design ideas with estimated costs and vote to approve purchase
    • Stella offered to help Angela and Colleen if they need help with the
    • All camera ready art needs to be in by 7/31, if Michelle needs to do the art then it needs to be to her by 7/26
    • Michelle motioned for the media guide being submitted for purchasing, last year it cost

$1,300 for guides, Amanda was 2nd, all in favor and none opposed

  • Yard Signs – Review repair plan and vote to approve wood and paint purchases
    • Stella has been doing the inventory and supplies would include roller covers, white spray, gallon of blue paint, and ply wood
Stella motioned for $300, Sarah was 2nd, all in
favor and none opposed
8:00pm
  • Open Floor
  • Meeting Adjournment – Sara motioned for closing the meeting, Michelle was 2nd, all in favor and none opposed at 8:41pm
Michelle Masters

 

Booster Member Meeting 6-9-2015

Booster Club General Meeting Minutes 6/9/15

 

6:32pm – meeting called to order , Michelle

  • Reviewed meeting rules for new members (voting etc)
  • Introductions, round table
  • Secretary’s report – delayed due to secretary’s absence
    • Michelle will ensure this is sent later via email for board approval
  • Treasurer’s report – treasurer is absent so no report to review
    • Michelle will ensure this is sent later via email for board review and approval
  • President’s report – Board needs to sig new indemnification – Michelle will coordinate, due within 45 days
  • Angela motioned for vote
    • NMT $2000 for food expenses for Cow Bingo function – only to be used if donations do not cover costs
    • $ would provide water, hot dogs, buns, ketchup, mustard, chips
    • Michelle countered to second approving $1000 until plan can be further reviewed
    • Colleen suggested email vote next week to meet deadline and provide time for review of plan details
  • Coach’s report
    • Welcome to new member – review of good bad and ugly of football team/family/philosophy
    • Reminder of upcoming events
      • 7 on 7
      • Big Man Challenge
      • NAU – needs vote for food and snacks
      • Cow Chip Bingo – June 27th – will send email to promote
      • Football Camp – July 17th-22nd – in Winslow
        • Needs donations of/for: Powdered Gatorade, various granola bars (Nature valley Green, Sweet/salty protein, chewy with fruit)
      • 7 on 7 and Big Man – July 23rd – Varsity Only, Tempe HS
  • Fundraising report
    • Golf is completed
    • Fan Gear – not recommended for Cow Bingo – will be worked on for future events – Coleen and Stella will work together to finish getting quotes and pics to share for input
    • Yard Signs – need to coordinate so we are ready by 7/22
    • Cow Chip Bingo – next meeting on Monday at 6pm – so far tickets dispersed are 360 Freshman, 370 JV and 390 Varsity
    • Question posed and discussed: how do we better promote the pancake breakfast since the car washes are cancelled?
  • Voting:
    • Michelle called for vote for $300 for day of Cow Chip event for:
      • $100 field prep, $100 equip mgr, $100 asst equip mgr
      • Michelle motioned approval, Colleen seconded, no opposed – approved
    • Michelle called for vote for NMT $300 for NAU snacks and meals
      • $100 snacks – Michelle motioned approval, Stella seconded, no opposed – approved
      • $200 meals – Michelle motioned approval, Keyester seconded, no opposed – approved
    • Stella called for vote to approve $100 for Coach Martinez’ shirts
      • 2 shirts, home and away, including taxes and shipping
      • Stella motioned approval, Michelle seconded, no opposed – approved
  • Colleen motioned to adjourn, Michelle seconded – meeting adjourned at 8:07pm

Booster Member Meeting 3-10-2015

Monthly Member Meeting Agenda

Dobson High School – 1501 W Guadalupe Rd Room S2

March 10, 2015 – 6:30pm to 8:30pm

 

 

Time Topic Description Topic Leader
6:15pm
  • Assembly/meet & greet
Informal
6:30pm
  • Meeting Commencement / Introductions & Welcome New Attendees
  • Michelle motioned, Sarah was 2nd, all in favor, none opposed at 6:36pm
  • New Member Corie Ellmer
Michelle Masters
6:35pm
  • Secretary’s Report
    • Review of prior meeting’s minutes – Amanda motioned, Michelle was 2nd, all in favor, none opposed
Amanda Jenkins
6:45pm
  • Athletic Director’s Report – Dr Perkins will not be able to attend a lot of the meeting due to other commitments, he did give a few suggestions listed below
    • Staff and procedural updates
    • Perkins thinks we should try for a lower prince next year for Kokopelli
    • Cow Bingo around the tournaments to get more people
    • John Hukleberry is the Junior High Athletic Director
    • Poker Night – he suggested that we talk to Coach Miklur since he did one before, maybe check with VFW Legions Club and other places like that, La Casieda, Nights of at St. Timothy’s, Elk’s Lodge
    • Pictures on August 1st hopefully
    • Review upcoming DHS Athletics activities and goals
      • Junior High Step Up Nights

Dr. Ray Perkins

Donna Koch

 

7:00pm
  • Coach’s Report
    • Staff, player, equipment updates
    • Varsity Schedule
      • Mandatory Meeting 3/12/15
      • Zero Week – this is the week before, 1st game is August 21st against Perry High School
      • Week 1 is the week of August 27th August 28th will be Mountain View
      • Week 2 is a buy which is no game then the regular games start
      • Scrimmage against Red Mountain at home on August 13th
      • We are now Division 2
    • Camp is July 17th thru July 22nd and then the next week the season starts
    • Concessions need to be up and going by Scrimmage
    • This change of the schedule will allow us to get pictures for the media guide so that we can have them earlier

 

George De La Torre

 

 

 

 

 

 

7:15pm
  • President’s Report
    • Operations/Administrative Updates
    • Community Reward/Donation Registrations
  • Fry’s Community, each quarter they give up $500,000 and what our people spend we get whatever the percentage of what is spent, she will get more instructions
  • Will sign up with Food for Less and Safeway
    • Business Cards & Meeting Schedule Magnets – Michelle will pick up tomorrow
    • Made Reimbursement forms for when we buy something to get reimbursed
    • Tunnel for players to run through is $2,500
    • The video teacher needs a new drone
    • Talk to Karen about a spaghetti night
    • Facebook has links to Shutterfly, website, etc.
    • DFBC Presentation for Mandatory Parent Night – 3/12/15, Michelle, Amanda and Michelle will be there,
    • Tournaments for the Varsity players –
  • ASU, 7 on 7 and Big Man Challenge check in at 5pm Michelle spoke with Laura – cost is $385 for both days for all players, Michelle motioned, Julie was 2nd, all in favor, none opposed
  • NAU – June 13th – 1 day camp, total is $600 for the 7 on 7 and the Trench, it does not include the transportation or accommodations – Michelle motioned, Sarah was 2nd, all in favor, none opposed

Michelle Masters

 

 

 

 

7:30pm
  • Treasurer’s Report
    • Review February Transaction reports and Bank Statement – Savings is $25, Checking is $8,312.01, expenses for last month was Glacier, Golf Tournament, Checks which is $1,283.96, Donation of $400 – Michelle motioned, Amanda was 2nd, all in favor and none opposed
    • Review of 2015 Proposed Budget – Sarah went into 2013 and 2014 to create a budget and the goal is $71,000 for donations, sales, concessions last year was just under $7,000 and this year we are looking at $8,000 , spirit booth/fan merchandise is low, advertising/sponsors goal is $6,000, expenses are set – price shop for concession stuff we sell a lot of, admin is about $900 a year, fundraising expenditures is $20,000 – would like to get these expenses down, marketing expenses is about $2,000, pregame meals was $7,509.01 for lunch, $1,795.06 for breakfast, and $270 for gift cards
    • On google drive under Budget 2015, Sarah and Michelle will work on that and get it out to everyone so we can vote on it next meeting

Sarah Young

 

 

 

 

7:45pm
  • Fundraising VP’s Report
    • Recap prior activities
      • Status of La Famigla fundraising check – Michelle will check
      • Status of Papa John’s fundraising check – Angela
    • Upcoming scheduled activities
      • 5/2 – Golf Tournament at Kokopelli – contract and deposit done already
      • Golf meeting 3/16/15 at 6:30pm at Rositas
      • Jersey Day – Luv My Bling suggested this idea, have signups for like camp snacks, volunteer time, she parked her trailer outside the cafeteria so the men bought fan gear and women bought Bling, possibly the same night as blue and silver game
      • Car Wash Dates – May 30th and presale tickets (coach’s suggestion)
    • Sponsor/Donor update
    • Upcoming activities to be scheduled
      • Date TBD – Cow Plunk Dinner – June 19th or June 26th – possibility of doing kiss the pig at the same time as the Cow Bingo, Coach will know in April about the irrigation schedule and the set up

Colleen Reed

 

(Michelle Masters)

(Angela Almanza)

8:00pm
  • Special Events VP’s Report
    • Upcoming activities to be scheduled
    • Locker Room Setup –
Stella Garibo
8:15pm
  • Team Rep Reports
    • Freshman & JV Communications
    • Varsity Communications

 

Angela Almanza

Kelly Stout

8:30pm
  • Other Business
    • Status of On-Campus shed (floor replacement) – Kelly – Stella will check with her husband
    • Status of Sponsor Plaques w/helmet – Lance – coach says Lance brought the stuff to coach
    • Check about paying cafeteria workers to run the concession stands
    • Will vote on frames for sponsor/donator pictures and thank yous
    • Open Floor

 

 

Kelly Stout

 

 

 

 

 

 

 

(any member)

8:45pm
  • Recap task assignments
  • Meeting Adjournment – Sarah motioned, Colleen was 2nd, all in favor and none opposed at 8:43pm
Michelle Masters

 

 

 

 

 

Booster Member Meeting 2-10-2015

Monthly Member Meeting Minutes

Dobson High School – 1501 W Guadalupe Rd Room S2

February 10, 2015 – 6:30pm to 8:30pm

 

 

Time Topic Description Topic Leader
6:15pm
  • Assembly/meet & greet
Informal
6:30pm
  • Meeting Commencement / Introductions & Welcome New Attendees
  • New Member – Winston Crowell
  • Michelle motioned, Sarah was 2nd, all in favor and none opposed at 6:38pm
Michelle Masters
6:35pm
  • Secretary’s Report
    • Review of prior meeting’s minutes – Sarah motioned, Michelle was 2nd, all in favor and none opposed
    • Staff & procedural updates
Amanda Jenkins
6:45pm
  • Athletic Director’s Report – not in attendance
    • Staff and procedural updates
    • Review upcoming DHS Athletics activities and goals
      • Junior High Step Up Nights

Dr. Ray Perkins

Donna Koch

 

7:00pm
  • Coach’s Report
    • Staff, player, equipment updates
    • Needs white board markers
    • We only secured the March 12th date in the auditorium and April 1st in B118 for the mandatory meeting starting at 6:30
    • Have not received information for the free physicals, we need to push hard for all the packets to be in before summer begins so we can hand out equipment sooner
    • Spring football is scheduled April 27th for all levels, freshman may be a week earlier
    • Cow Plunk – wants this to go around spring football, we can use the practice field next to the main field where the showcase will go on – Michelle asked if we could push this back to do before the season starts – coach will think about this – we will have to host a 7 on 7 so that we can do the cow plunk
  • 10 teams 3 games each on the practice fields and do the food stuff on the basketball court
    • He is going to get a time set up to meet at Carson Junior, he will let us know about the Dobson Academy dates
    • Sponsor letter will start on 2/17 for the JV and Varsity – he will hold them accountable for the 10 addresses
    • Review of DHS Football activities and goals
      • 5/21 Graduation Water Sales – this is approved

George De La Torre

 

 

 

 

 

 

7:15pm
  • President’s Report
    • Operations/Administrative Updates
    • Email D-list naming proposal – distribution list – what if we do class of instead of by grade of team
    • Registered for Smile.Amazon.com – started but not finished because of we need the checks, Michelle started the list and to get that out to the parents so they can see the wish list, also added the booster club wish list
    • Registered for Good360.com – you get discounts
    • Registered for VolunteerMatch.org – We can solicit for volunteers
    • Michelle has a friend who is starting a company that you we can rent tools for a week
    • Throwback Thursday on social media

Michelle Masters

 

 

 

 

7:30pm
  • Treasurer’s Report
    • Review Bank Account Transition Plan – Switched to Desert Schools from Bank of America
    • Review January Transaction reports and Bank Statement – Sarah will send out in email for a vote
    • Review 2015 budget draft – Status – Sarah has updated everything for 2014, Angela has the team meal total and will send to Sarah
    • Sarah printed the articles, we need to do the 990 postcard, Capital Times is like $20
    • Closed Bank of America and opened Desert Schools, $25 in the savings account to hold it open

Sarah Young

 

 

 

 

7:45pm
  • Fundraising VP’s Report
    • Recap prior activities
      • Status of La Famigla fundraising check – Michelle will check
      • Status of Papa John’s fundraising check – Angela has texted and went to the store and she is still trying to figure out if it is once a year or every couple months
    • Upcoming scheduled activities
      • 5/2 – Golf Tournament at Kokopelli – We have sent out a lot of stuff, we got movie tickets, Berge ford and Dixon are sponsors
      • We will have a Golf meeting at Native New Yorker on 2/26
      • Motion for $750 Golf deposit made by Sarah, Angela was 2nd, all in favor and none opposed
    • Sponsor/Donor update
    • Bowling, Saturday or late Friday evening rent the whole place, for $10 is 2 hours of bowling and shoes is cost, we can sell the tickets for what we want – Coach will ask the students about this
    • Car wash dates so that we can schedule the pancake breakfasts so that we can advertise
    • Water – Stella says that she doesn’t mind ordering water and picking it up –
    • Colleen will contact Luv My Bling
    • Colleen spoke with Native New York – she wants to do a lot of things with the school – she does catering
    • Upcoming activities to be scheduled
      • Date TBD – Cow Plunk Dinner – coach’s section

Colleen Reed

 

(Michelle Masters)

(Angela Almanza)

8:00pm
  • Special Events VP’s Report
    • Upcoming activities to be scheduled
    • Social Media Days – throw out more fun days for communication, rotating social media responsibility where everyone picks a day for social media
    • Shutterfly Share – started last year, she needs to work out the kinks and everyone can contribute photos and videos – Stella will send information to the board, parents can submit but not edit
    • Locker Room Setup – Stella wants to meet with Coach regarding this
    • Sonic wants to do cards and she does not know what the cut is on them, coach wants to make sure it is 70/30%, they also want to do a fundraising night
Stella Garibo
8:15pm
  • Team Rep Reports
    • Freshman & JV Communications
    • Varsity Communications

 

Angela Almanza

Kelly Stout

8:30pm
  • Other Business
    • Status of On-Campus shed (floor replacement) – Kelly – Stella will check with her husband
    • Status of Sponsor Plaques w/helmet – Lance – coach says Lance brought the stuff to coach
    • Recap of 2014 Team Meal Donations – Angela – in treasurer section, we got donations
    • Open Floor
  • Walker and mouth guards, we need to find out about the physicals so we can hand out flyer for mouth guard then
  • The student who broke into the concession stand was charged and convicted
  • Julie – bands that go around the weight benches, she bought 1 yard and she gave it to Melissa Green and she will do the band for $10 a piece, $10 a band x 16 bands – need about a yard and a half to 2 yards so it would be about $180 approximately
  • Workout bag needs to be sewn and it would cost $20 to fix by Melissa Green
  • Vote for $200 for weight bench bands and workout bag fixing, Michelle motioned, Sarah was 2nd, all in favor and none opposed
  • Buy more harnesses $20 each x 15, Motion for $300 by Michelle, Stella was 2nd, all in favor and none opposed
  • Cow meeting on 2/19 at Native New Yorker at 6:30pm

 

Kelly Stout

 

Lance Blessing

 

Angela Almanza

(any member)

8:45pm
  • Recap task assignments
  • Meeting Adjournment – Amanda motioned, Sarah was 2nd, all in favor and none opposed
Michelle Masters

 

 

 

Booster General Meeting 9-9-2014

Draft submitted 9-10-2014

Vote for approval 10-14-2014

______________________Dobson Football Booster Club_____________________

DFBC Meeting Minutes

September 9, 2014 at 6:30pm

President: Sarah Young                                                 1st Vice President: Julie Erickson

2nd Co-Vice President: Michelle Masters                        2nd Co-Vice President: Kelly Stout

Treasurer: Lance Blessing                                             Secretary: Amanda Jenkins

Member Chair: Marissa Smith                                       Class Rep-Sophomores: Lindsey Blessing

Motion to start the meeting

  • Motion – Lance
  • 2nd – Julie
  • All in favor and none opposed

1. Recognize new Members and reminder of voting privilege after two (2) consecutive meetings, including via Attendance by Proxy per By-Laws (Time: 5 minutes)

2. Meeting Minutes and Financials review (vote at end of meeting): (Time: 1 minute introduction)

  • August 2014 Financials vote –  hard copy for Member review

3. Treasurer: (Time: 5 minutes)

  • Lance Blessing – Financial update
  • Lance Blessing – status of 501(c)3 – working on budget, can now track donations and will open a spreadsheet so that everyone can input donation or gift cards received.

4. Comings and Goings: (Time: 2 minutes)

  • Freshman Rep – Collen and Angela were voted and installed
    • Colleen – Michelle motioned, Kelly was 2nd, all in favor and none opposed
    • Angela – Michelle motioned, Kelly was 2nd, all in favor and none opposed
  • Sophomore Rep – Stella was voted and installed
    • Michelle motioned, Marissa was 2nd, all in favor and none opposed
  • We need more members/volunteers – Michelle redid the role positions and maybe we can send out an email with that information to pull in more people

5. Fundraising: (Time: 10 minutes)

    • Scoreboard Ads – Angela sent out an email this week for the scoreboard ads this week and to include the Papa John’s code
    • Monthly Sponsor Meals:
    • Village Inn – pie eating contest and sweet rewards cards (Nov. for cards), Donna gave names of student council members and Kelly and Michelle will contact them to see when we can do the pie eating contest.
    • Dilly’s Deli
    • EVS apparel andwebsite – fan orders should be done 9/10/14
      • Michelle suggested maybe we can have order forms at the concession stand for those who want to order and hopefully have back within a week, she will ask EVS about his.
      • Buy more shirts for the stock, order 10 shirts in all 3 colors for the XL and large and just 10 XXL shirts in blue.  Vote made for $300
        • Michelle motioned, Kelly was 2nd, all in favor and none opposed
    • Goodwill – Kelly Stout November 8th – they will give flyers and we will advertise in Dobson Ranch and that we put flyers up in the neighborhoods but not until after the 11th.
    • Ho Ho Kam Foundation – Lance Blessing spoke with Mark and he has not heard anything yet and will let him know when he does.
    • Papa Johns – anyone in Arizona can use the code to get 40% off their online order and the football team gets back 10% back
    • Costco – Angela discussed how the fundraiser works and that we need to make a wish list
      • Coach will have a couple football players there and he would like to take a couple dummies, pads and helmet if Costco is ok with that
      • Michelle spoke with band and cheer and they were having a meeting to discuss it and she has not heard back from anyone yet
  • Luv My Bling – Julie Erickson – spoke with Dr. Perkins and he agreed to have Tammy and her trailer set up for the game on 9/12/14 even though the concession stand is not done yet, he will walk with Julie on 9/10/14 to find a good spot for her to set up.
  • Julie asked about making sure we advertise for this event, email, facebook, twitter, messenger, etc.

 

6. Other Business (Time: 10 minutes)

    • Family Passes – Kelly spoke with Mr. Stokes and they did not use the pass last year and she suggested that we give them gift cards, will see about getting them donated for the movies and La Familia but there was a vote for up to $75 for gift cards
      • Kelly motioned, Marissa was 2nd, all in favor and none opposed
    • Mailbox – Need everyone on executive board to take IDs down to Post Office
    • Sponsor Plaque – Lance does not have a workable helmet yet, he has sent an email out and has not heard back from the shop teacher
    • Food Handlers Cards – Get them before it is too late.
    • Team Meals – Angela – all meals are covered but 2 freshman meals and the freshman parents would provide one meal
      • Freshman to have breakfast at 8am on Saturday in the coaches room and clean up before the varsity comes back in from stretching
      • Michelle has been providing Gatorade and water for pregame meals
      • Bruegger’s Bagels will be donating bagels every Saturday
        • Bananas and orange juice needed
    • Spirit Boutique Trailer –would like to get the trailer out but not allowed on the track and will talk to Dr. Perkins about where to put it
  • Football Media Guide – Julie said everything was sent to the printer and Matt told her it would take 2 weeks for proofing but he would try to have it done before that and he will send it to her for corrections. We will get together and try to have it done and sent back to the printer within 24 hours.  It will take about 2 weeks after that to get the guides
  • Julie would like to get Adrian something for doing the cover, she recommended a $25 gift card to Paradise Bakery, Julie motioned, Angela was 2nd, all in favor and none opposed
  • Highlight DVD – Kelly received an email suggesting that we have order forms for the DVDs and have people preorder them instead of buying them and then selling
  • Kelly suggested that Angela get money for paper goods since she has been using the Wal-Mart gift card to buy the plates and forks, Lance suggested that he buy that stuff at the Costco night fundraiser

 

  1. Coach (Time: 15 minutes)
  • Players were handed flyers for the drug awareness that is on 9/16/14 which is mandatory for parents and students
  • Popcorn machines – will look at them on Saturday
  • Breakfast at Applebees should be an alumni breakfast, coach will do a fundraising form, Kelly will check with the manager about the Sunday after homecoming.  Coach would like the boys to serve that day
  • Locker room fence, wants the slots that go thru the fence like what Costco has on theirs, will look and see if we can find some
  • Julie picked up a slip cover for the benches to look for plastic covers, at Joann’s it is $5.49 per yard and she would have to get pieces and sew them together, there are 1 new benches
  • Coach needs a coach’s request form for the booster club
  • Would like new headphones as they are falling apart and only 3 of 5 worked at the last game, he would like to have 7 headphones if possible.  They have to be compatible with the system they have already or we get all the same ones.  He says they are$4,000 to $7,000 and Angela will check into this and shop around

8. New Business (Time: 10 minutes)

  • Concessions: $300 per week on concession supplies approved
    • Sonic provides the water every Tuesday and Stella will pick up this next week since Michelle will be out of town, water goes the Lance and Lindsey except for the pregame meal water – usually between 16 and 20 cases
    • McDonald’s ice, Angela will speak with them on 9/10/14 about ice for the pregame meals and the home games
    • Received email from Allison inviting us to see the concession stand on 9/15/14 at 7am to look at the inside, sinks and counters will be installed next week.  Need to look at used appliances when the stands are almost done since they will not be provided by the district and there are no shelves included.
  • Senior Night – Julie will help with the senior night organization as she put a guide together to help, she will meet with the boys about writing letters to their parents and we will meet after the Freshman game on Saturday
  • Parent Poster Night – We will advertise for the senior parents if they want to do this and make sure it is marketed well.  Lance motioned, Julie was 2nd, all in favor and none opposed
  • Agape filming – Lance did not have the invoice with him but a vote for up to $4,000, Julie motioned, Kelly was 2nd, all in favor and none opposed
  • Banners – Need 4 banners that will cost $430 for La Familia, Papa Johns, Firehouse Subs and one more banner.  Michelle motioned, Kelly was 2nd, all in favor and none opposed
  • Stadium Chairs – sell the 2 that we have before we buy more and then we will keep 5 at a time
    • Lindsey will check with EVS to see how long it would take to get the chairs when ordered
    • Michelle will look at the quality of the new ones
  • White Boards – Lance – we need $215 for the depth charts, Julie motioned, Angela was 2nd, all in favor and none opposed
  • August 2014 Financials vote
    • Michelle motioned, Lindsey was 2nd, all in favor and none opposed
  1. Old Business: (Time: 1 minute)
  • Locker Room Project – Coach says the chairs are worn down in the class room and he would still like some for the locker room but the class room is first.  He requested 100 but only got 38.  Kelly will contact Carmen regarding chairs
  • Storage Room – Lance will measure the floor and Kelly will try to get donations

Motion to close the meeting

  • Lindsey motioned, Michelle was 2nd, all in favor and none opposed

Booster General Meeting 8-12-2014

Approved 9-9-2014

______________________Dobson Football Booster Club_____________________

DFBC Meeting Agenda

August 12, 2014 at 6:30pm

President: Sarah Young                                                 1st Vice President: Julie Erickson

2nd Co-Vice President: Michelle Masters                        2nd Co-Vice President: Kelly Stout

Treasurer: Lance Blessing                                             Secretary: Amanda Jenkins

Member Chair: Marissa Smith                                       Class Rep-Sophomores: Lindsey Blessing

Motion to start the meeting – Lance motioned to start the meeting and Julie was second at 6:30pm

  1. Recognize new Members and reminder of voting privilege after two (2) consecutive meetings, including via Attendance by Proxy per By-Laws (Time: 5 minutes)
  • New member – Mona, freshman mom

2. Meeting Minutes and Financials review (vote at end of meeting): (Time: 1 minute introduction)

  • July 2014 Meeting Minutes – does anyone have this? Will email this out tonight for a vote
  • July 2014 Financials vote –  hard copy for Member review

3. Treasurer: (Time: 5 minutes)

  • Lance Blessing – Financial update – just under $12,000 and first order will be the concession stands, to start we will not need much money because the building is not up.  August 28th is the first game with JV and we will have coolers and easy ups.  We need a lot of Gatorade. If we can locate the coca cola coolers will make it easy, chips and non-melting candy.  Vote for $200 to start the concession then we can always vote later if more money is needed.

Lindsey motioned and Amanda was second, all in favor, no opposed.

  • Lance Blessing – status of 501(c)3 – working on budget – still working on budget, Lance will send to Sarah

4. Comings and Goings: (Time: 2 minutes)

  • Shernetra Scott was nominated and accepted as Freshman Representative, needs to be installed – Sarah will touch base with her to see if she still wants that position.
  • We need more members/volunteers – Getting comments from freshmen parents at recent fundraising events that they want to get involved. – Amanda will put an email together for the freshman parents to let them know what they can do to help.
  • Introduce new secretary: Amanda Jenkins

5. Fundraising: (Time: 10 minutes)

  • Scoreboard Ads – Which sponsors will be added? Need someone to work with A.D. – Dr. Perkins has not spoken to anyone about the ads but it is paid for spots because it is yearlong.  It is $250 and he said if there is a sponsor he doesn’t mind doing it for the meal sponsors, he will put them in for each game.
  • Monthly Sponsor Meals:
  • Applebee’s – Flapjack fundraiser. August 23rd Michelle and Kelly update (Carlie is manager). Players sell tickets and serve/cleanup. – The boys will start selling the tickets, we are updating the form before they sell them.  Sarah will update the form.  Coach does not have tickets but cannot be sold until the form is in
  • Dilly’s Deli – Julie spoke to Daniel (GM). Willing to set this up for us, we would receive 20% of the profit (ongoing deals would give us more of a percentage). Most successful is a 3-4 hour window. We would need to hand out the flyers and get it on social media (Facebook, Mustang Messenger, Newsletter, and Twitter). This might be a good location for our September event.
  • EVS apparel and website update. Need reopen dates.
  • Football Media Guide – Julie Erickson update
  • Goodwill – Kelly Stout November 8th – Goodwill will have a truck out in the parking lot for that days donations.
  • Ho Ho Kam Foundation – Lance Blessing update – Lance says he didn’t receive anything from them yet, last year was around the end of August
  • Pizza Hut – Michelle has been in contact with them. Sign and PA announcements for $500 in pizza. –
  • Luv My Bling – Julie spoke with Tammy and she will be out for the Home Varsity game on 9/12/14 and she would like to have some of her apparel out for the JV game so that everyone can see what it is like.  Julie is also discussing having a link on the website for her website.
  • Costco – Angela spoke with them and they have a school night on 9/3/14 and the school will benefit, they close their store and open it for the schools from 7-9, Lance said we can buy concession stand items on that night.

6. Other Business (Time: 10 minutes)

    • Yard Signs – Handed out on picture day August 9th – If anyone else needs a yard sign to let us know, we still have some.
  • Equipment Issue – complete
  • Family Passes – Mr. Stokes’ family athletic pass? –

 

  • Mailbox – Need everyone on executive board to take IDs down to Post Office – Lance how do we add Amanda – Lance needs to go there and get Theresa taken off and Amanda on.
  • Sponsor Plaque –mock-up for review at August meeting – Lance says the helmet that was cut is not even and he is trying to straighten it out, filing is taking too long he really needs a cutting tool. Coach DLT had Lance take a helmet to the shop class but has not heard anything, Coach says he hasn’t talked to him yet.
  • Depth Chart Board – vote for purchase of $90 – it is $95.67, was purchased already by Lance.  He says he is struggling with EVS because they don’t understand what he is talking about.  He was quoted $200 a piece to laminate. Lindsey motioned and Julie was 2nd, no opposed.
  • Food Handlers Cards – Get them before it is too late. – if you want to work in concession stand you must have this card, can take online and go to the office and get a picture, it is $13. You only need 1 card and it will stay in the concession stand.
  • Locker Room Project – pictures and circle plaque have been installed in locker room, coach has updates on chairs – Coach found chairs, folding chairs and the district is looking for them.  He will speak with whoever is heading up the locker room project and give them notes.  He ordered 100 and got 38 so far.
  • Team Meals – Shernetra has volunteered, need at least one more. – Sarah will talk to her about this as well
    • Freshman: Amanda and Colleen
    • JV & Varsity – Kelly and Michelle are working on
    • Costco – Angela spoke with them and they will work on hamburgers and hotdogs.
  • Spirit Boutique Trailer –Will we use for upcoming season?
  • Media Guide – We are meeting weekly to get this done, the cover draft was passed around – if there are any comments leave, write it down and put in plastic.  Waiting for some bios, students to check names to ensure spelled correct.  Selling spirit boxes.  Lance has only received 1 check for spirit box and Julie has 2 but she is doing a spread sheet.  We will schedule another meeting this week.  Still need pictures of the teams at DQ, Native and Burrito Express.
  1. Old Business: (Time: 1 minute)
  2. Coach (Time: 15 minutes)
  • Update By-Laws: New By-Laws posted online – updated online and posted for everyone. Shows positions and laws.
  • Storage Shed – Needs a new floor. Lance Blessing will head up, sometime in late fall.
  • Concessions:
  • – Update from Jason Lindsey – Lance
  • – Prep for upcoming season… unlikely to have building in August
  • Football stats for media guide
  • Scrimmage on Friday for Varsity intersquad – Coach would like concession supplies and it starts at 6pm to 9pm.  There will be no number jerseys – easy ups and coolers
  • Freshman started with 33 and now there is 45, JV is a large team with 63 students
  • Saturday session will be this Saturday 8/16/14, he asked Ellie to be here that day, do we want to start serving breakfast this Saturday, and there is about 53 people with students and coaches.
  • Wednesday 8/20/14 is Horizon scrimmage, home, 6pm start
  • Mustang cards – last check in is 8/19/14, he is really focused on the cards right now, and he will hit the Applebee’s tickets later this week after the form is in.  School announcements may have the wrong date for breakfast, he will listen to the announcements tomorrow.
  • Locker Room – appreciative of the pictures, he would like the floor to be 1 color and for some mats on the floor. Would like JV pictures in the locker room, he would like something to cover the chain link fence
  • Coach Cassias is trying to get photos of the all-state players, Martin says Coach Clark may be able to help with that.  Pictures taken by different people and need to find out who they were.
  • Emailed the current rooster for the teams to the booster, the rooster without sizes go to max preps and the one with the sizes is for the media guide.

9. New Business (Time: 10 minutes)

  • Varsity Football Scrimmage has been added to schedule Wednesday August 20th at 6 PM. Home game. Concessions?
  • Silver and Blue Scrimmage: August 15th at 6pm for Varsity. August 16th for Freshman, JV?
  • Update By-Laws:
  • Want to ensure volunteers are not drinking at our events
  • – Need to update the resignation/termination/interim assignment of the Executive Board and its Members section
  • July 2014 Financials vote – Lance will motion and Julie was 2nd all in favor no opposed.
  • Dr. Perkins asked the booster to fill in the indemnity form, he still needs the financials for the district.  With this form it falls under the insurance of the district.
  • Julie says Angela has done some research about the locker room a lot of it costs $200-300 and we probably won’t be able to do it with us having to stock the concession stand.  Coach says it is $2.27 for a foot long runner which works between the benches and it is about 100 feet that needs covered.
  • Julie says she spoke with the yearbook teacher and she can use the scanner but she wants to know if we use the varsity and smaller JV pictures – Coach would like to speak about it later, we have extra pictures that didn’t fit
  • Julie spoke with Donna and if we are looking to do highlights we need to submit a facility request – will cover at executive meeting

Motion to close the meeting – Lindsey motioned, Lance was 2nd, all in favor and no opposed at 7:30pm

Booster General Meeting 07-08-2014

Approved 8-12/2014

______________________Dobson Football Booster Club_____________________

DFBC Meeting Minutes

July 8, 2014 at 6:30pm

 

President: Sarah Young                                                 1st Vice President: Julie Erickson (did not attend)

2nd Co-Vice President: Michelle Masters           2nd Co-Vice President: Kelly Stout

Treasurer: Lance Blessing                                            Secretary:

Member Chair: Marissa Smith                                  Class Rep-Sophomores: Lindsey Blessing

 

Motion to start the meeting (6:30 PM) unanimous approved

1. Recognize new Members and reminder of voting privilege after two (2) consecutive meetings, including via Attendance by Proxy per By-Laws
– Colleen attended her first meeting
– Carmen has attended enough consecutive meetings for voting priviledges

2. Meeting Minutes and Financials review (vote at end of meeting):

  • June 2014 Meeting Minutes – Sarah will follow up with Theresa
  • June 2014 Financials vote –  hard copy for Member review

3. Treasurer:

  • Lance Blessing – Financial update
  • Lance Blessing – status of 501(c)3 – working on budget

4. Comings and Goings:

  • Shernetra Scott did not attend the meeting today, will need to be installed at the next meeting she attends
  • Theresa Blancas has stepped down – password has been changed. Sarah Young will stop in to the bank to remove Theresa from the account.
  • Jodi Kelly has stepped down – she will volunteer as her schedule allows
  • We need a Secretary it was announced as available. There are a few new members that might be interested.
    Amanda Jenkins has volunteered – Michelle motioned, Kelly second, unanimously approved
  • Covering Secretary Responsibilities:
    – Lance Blessing will handle Agenda and Minutes
    – Sarah Young will monitor Gmail inbox
    – Lindsey Blessing and Michelle Masters will handle Twitter and Facebook (need to change name of Twitter account)
  • We need more members/volunteers – Getting comments from freshmen parents at recent fundraising events that they want to get involved.

5. Fundraising:

  • Scoreboard Ads – Michelle has a short list of businesses that will be added to the scoreboard add. Anyone who donated meals can be added. Bisbee Breakfast on Guadalupe and Dobson is interested in sponsoring.
  • Monthly Sponsor Meals:
    Luv My Bling – July 23rd place orders at LMB from 5:30 until 6:30. Go to Cheddars afterwards… until 9 PM. Another e-mail will be sent out, and will be posted on Facebook. We will set up a brief meeting next week to discuss.
    Applebee’s – Flapjack fundraiser. August 23rd Michelle and Kelly are coordinating (Carlie is manager). Players sell tickets and serve/cleanup. We need to complete a W9. Short stack, bacon, coffee juice. Applebees only takes $3 for each attendee. Kids have to be no younger than 16 to work the event. Need to have boys sell tickets – $7 each. Kelly has flyers. Hours are 8 AM until 10 AM. Varsity does not have a game the Friday prior.
    Dilly’s Deli – Julie spoke to Daniel (GM). Willing to set this up for us, we would receive 20% of the profit (ongoing deals would give us more of a percentage). Most successful is a 3-4 hour window. We would need to hand out the flyers and get it on social media (Facebook, Mustang Messenger, Newsletter, and Twitter). This might be a good location for our September event. Located on Southern and Price.
    – October, third Saturday, we will have Homecoming and the Goodwill fundraiser, so it is unlikely that we will have a meal that month.
    – La Familia is interested in Sponsoring us, so they may be a good location for a future event. They already will give us 10% for anyone that mentions Dobson Football Booster Club
    – Applebee’s and other consistent sponsors are good ‘after game’ locations for parents to decide to attend, we would like to keep these locations on our Facebook feed to ensure parents are aware of their sponsorship
  • EVS apparel and website update – there were not many orders. Store closed end of June. Orders will be available July 17th. This will need to be communicated. We want to open the store again prior to the beginning of the season. Would like to put up a sign at the camp drop off, and also give out a flyer with the spirit box flyers. Need to get with the Bookstore to ensure they are aware of EVS ordering, and also try to get a poster board in there. Set up a notice on EVS team site to let people know when the store will open again.
  • Football Media Guide – Julie Erickson update. Michelle and Kelly have volunteered to assist.
  • Spirit Boxes – Form needs to be checked – Sarah will follow up. We plan to pass out a flyer to parents at Camp Send Off. We need to get this on Facebook as well.
  • Goodwill – Kelly Stout – third Saturday in October
  • Ho Ho Kam Foundation – Lance Blessing submitted the paperwork on time

6. Other Business

  • Yard Signs – Sarah to follow up with Coach on number needed. Inventory complete:
    8 Mustang signs (2 no stake) – Seniors
    12 Large helmet signs (2 no stake) – Varsity
    56 Large Football signs (6 no stake) – JV
    49 Small football signs (2 no stake) – Freshman
    – Need to set up a date for making additional signs… August 2nd might be a good date
  • Equipment Issue – July 14th through the 18th. Early in the morning – 6 AM. Need volunteers (Michelle, Kelly, Sarah and Theresa can show up early…a few others can help later in the morning). Start with Varsity, JV on the 15th, freshmen on the 16th, left overs on the 17th. Boys must bring in their personal equipment to have it approved.
  • Camp Send Off – 135 kids so farNeed volunteers to show up at 5 AMJuly 20th
    – Theresa and Sarah will donate fruit
    – Kelly will donate doughnuts. 12 dozen
    – Kelly has chalk to draw lines and indicate which last name letters correspond to each line (all the way back)
    – We need tables, need coach to ask for three large tables
  • Family Passes – We would like to provide Mr. Stokes with a family pass for driving equipment up to camp. Michelle to follow up. Used to be $85
  • Team Pictures – We usually show up around 7 AM. August 9th
    – Sarah will gather more information and send out an e-mail
  • Mailbox – Need everyone on executive board to take IDs down to Post Office
  • Sponsor Plaque – Lance purchased plaque board, putting together mock-up for review at August meeting
  • Depth Chart Board – Lance Blessing. Wanted: dry erase depth chart, Players of the Week Offense and Defense and Practice for all 3 Teams. Team goals, Academic goals.
  • Food Handlers Cards – Get them before it is too late.
  • Locker Room Project – Julie Erickson is heading this up. Working on past JV photos. Sarah Young is available to assist.
  • Team Meals – Shernetra has volunteered. Jodi Kelly will assist as her schedule permits. Kelly Stout and Michelle Masters will assist as much as possible as well. We need someone to set up a script, send to Donna on each Mon or Tue before games, so that Team Meal sponsor can be announced during games.
  • Dr. Walker Mouth guard – Need to communicate to parents & players. $20 custom mouth guards.
  • Spirit Boutique Trailer –Kelly sent e-mail to Mr. Stokes. Awaiting a reply, she will follow up w/ him during camp send off if she doesn’t hear back before then.
  1. Old Business:
  • Insurance – Arrow Storage Insurance paid until end of the year. NBCTC insurance due beginning of next year. Sarah will follow up with NBCTC on insurance.
  • Car Wash Debrief:
    – Combining money from all locations is fair, and we should continue to do so
    – Having kids stay in a position that suits their talents (bringing in customers and donations for example) is preferred over rotating everyone
    – We like having Applebee’s location. Title Max is good because it covers the Dobson/Guadalupe corner. We need to relocate the Dairy Queen to a different location… perhaps near the Fiesta Mall. Any suggestions?
  • Golf Tournament: We had 84 golfers
    Food:
    Needed less muffins (didn’t get eaten) and more doughnuts. We didn’t need the milk or the Hawaiian Punch. 28lbs of pork (before bones removed) was perfect. Had some chicken left over, but not much, could’ve gone with three less chickens. We had too much coleslaw. We had WAY too much pasta salad.
    Registration: Need greeters to direct people. Need a sign that says Registration for the payment table. Give golfers a sheet that has their name on it when they walk in, indicates whether they paid for registration or not. If not paid, need to have a spot for a Board Member to sign off when it is paid. Need to fix package pricing next year. Ball markers need to be first in the line… the whole line should have done different.
    Roamers: Take ice, water, and snacks. Need someone responsible to ride along w/ the beer cart.
    Dixon Hole: Golfers were pressured too much. Too much information. Surprised by presentation during lunch. We received check for $236
    Betting/Sponsor Holes: Need signage to tell golfers where the money goes to, etc.
    Volunteers: Too many didn’t show. Need someone to call no shows after pre-planning meeting the night before
    – Possible sponsor next year Harley Davidson
    – Offer outdoor items (camping gear, coolers, etc.) next year
  1. Coach

9. New Business

  • Storage Shed – Needs a new floor. Lance Blessing will head up, sometime in late fall.
  • Concessions:
    – Have a lead on a refrigerator/freezer (Stella Garibo). Wednesday meeting to check them out
    – Update from Jason Lindsey – They are extremely grateful for all of the work that our Booster Clubs do and have done to help out our students. Thank you for your hard work in trying to “outfit” our new concession stands.  While in the process of securing donations, I think it would be a good idea for you to let me know what your DFBC would like to purchase before any purchases are made.  Also, prior to any items being brought to our campus, we would need the DFBC to list the items to be donated to the school so we can put these items on our inventory list and know what is on our campus.  Terrie Armstrong, principal’s secretary, or I will have the equipment donation forms.
    – Updated construction documents shared on Google Drive – Lance
    – Prep for upcoming season… unlikely to have building in August. We’ll just use easy ups if we don’t have a building.
  • Varsity Football Scrimmage – has been added to schedule Wednesday August 20th at 6 PM. Home game. Concessions – yes… at least water and packaged items.
  • Update By-Laws:
    Want to ensure volunteers are not drinking at our events
    – Need to update the resignation/termination/interim assignment of the Executive Board and its Members section
    – Read over proposed update… Michelle motioned, Lindsey second, approved unanimously
  • June 2014 Financials vote
  • Items in District Storage – Superintended needs to be contacted to see if items can be purchased. ASU also has something similar. Lindsey will send an e-mail and see if they have dry erase boards. Carmen has a contact at the ASU surplus store.

 

Motion to close the meeting – Michelle motioned, Angela second, unanimous approved 8:13 PM

Golf Tournament Planning Meeting Minutes 5-7-2014

Golf Tournament Planning Meeting Minutes 5-7-2014

Each person’s name is colored blue to indicate your action items.

 

In Attendance:

Sarah Young, Theresa Blancas, Julie Erickson, Lindsey Blessing, Michelle Masters, Martin Reyes, Amy Reyes

 

Discussions/Action Items:

  • Michelle presented to offers we received:
    • Gateway Golf Group (www.gatewaygolfgroup.com) – Pros at the tournament to generate more income. Touring golf pros to interact with the golfers and offer contests at $5 per golfer. DFBC receives 50% of the proceeds. They also include incentives like Golfsmith gift cards, free merchandise, etc. Note: AC at Kokopelli said Dixon might do something like this; Michelle is checking and will request Gateway to participate if Dixon isn’t.
    • Steiner Sports (www.steinersports.com) – Consignment products for silent auction. We take items out on consignment, we’re not invoiced unless the item is sold. Anything above their invoice prices is our profit to keep. Michelle will ask for sample prices. Also need to ask if the vendor rep (Jacqueline Dumas) is related to Coach Dumas (DHS Girls Varsity Basketball).
  • Review of Donations:
    • Raffle/Auction items:
      • Items we have secured: $50 Macaroni Grill giftcard, $50 True Food giftcard, $100 Native New Yorker, giftcard, Wine gift basket, Luv My Bling gift basket, Dave & Busters gift basket, Village Inn Pie, 2 Arizona Cardinals Tickets, product from Warrior Custom Golf.
      • Martin – Call golf courses for tee discounts and golf stores for donations. Check on Dbacks donation(s). Check on possibility of tickets, bobble heads, etc.
      • Michelle – email Warrior Custom Golf to have product sent by month end.
      • Lindsey – Ask Trader Joe’s for a donated item(s).
      • Julie – Follow up on Wine Tasting certificate
      • Theresa – Email parents asking them to look for donations/sponsors.
    • Goodie bags
      • 150+ coupons for goodie bags (from Dave & Busters)
      • Martin – Ask the PGA Store for goodie bags donation.
      • Michelle – Follow up with Famous Daves for coupon donations. Find discounted golf balls or tees if PGA Store doesn’t include with bag donations.
    • Food
      • Food we’ve secured: 50+ Muffins-Mimi’s Café, 148 Dilly Bars-Dairy Queen
      • Sarah – Ask Dori’s Bakery for food donation.
      • Julie – Check on getting coffee from with Starbucks @ Dobson/Guadalupe or Duncan Donuts @ Alma School/Baseline.
      • Michelle – Ask Mimi’s what other items they can provide for breakfast or lunch. Check w/Tom’s BBQ. Possibly setup luncheon as “A Taste of Dobson” with various items from local restaurants – Use of restaurants that donated for last year’s field dedication? See Sarah Meraz for list of restaurants. Follow up with Son of a Fish for On-Course Beverage sponsorship. Follow up with Fresh & Easy for water.
    • Events, Entertainment, Etc.
      • Michelle – Check on PA system w/Kokopelli. If not, ask the AV dept at DHS. Ask Coach De La Torre to ask Bruce Arians if he can send a player or cheerleaders to the tournament and/or luncheon. Research and engage Rattler’s owner (Bochy?) who is a Dobson Alumni. Check with Linda Murphy for Dobson banners.
    • Communications & Marketing
      • Michelle – Draft and send to Theresa an email to the DHS Clubs extending offer to promote their club by donating an item for the raffle or auction
      • Theresa – Send email to DHS Clubs. Ask Donna to copy golf email & flyer and put in all mailboxes. Email parents asking them to help promote the event.
      • Everyone – Please promote the tournament to coworkers, family, etc. If you think of a merchant for donations or sponsorship, try to get it and let us know what you get. Flyer, registration info, sponsor options, etc. are at www.DobsonFootball.com/golf. Share the Event with your friends/family on Facebook (see https://www.facebook.com/dobsonfootballboosterclub/events).
    • Volunteer Needs
      • Estimating 25-30 volunteers are needed over course of the event (5am-2pm)
      • Michelle – Type up list of tasks from prior year tournaments and send to team. Setup an online Volunteer form and send link to Theresa to email to parents.
      • Theresa – Email Parents asking them to volunteer a few hours to the event.

 

 

Board Meeting Minutes April 22, 2014

______________________Dobson Football Booster Club_____________________

Board Meeting Minutes

April 22, 2014 at 6:00pm

Lance and Lindsey Blessing’s Home

President: Sarah Young                                                 1st Vice President: Julie Erickson

2nd Co-Vice President: Michelle Masters                        2nd Co-Vice President: Kelly Stout

Treasurer: Lance Blessing                                             Secretary: Theresa R. Blancas

Member Chair: Marissa Smith                                       Class Rep-Sophomores: Lindsey Blessing

Class Rep-Sophomores: Jodi Kelly

*** NO MEETING on 04/08/2014 DUE TO LAST TRACK MEET CONCESSIONS RUNNING LATE ***

Motion to start the meeting:

Motion: Sarah Young

Second: Lindsey Blessing

All in Favor: Yes

Opposed: None

Start time: 6:15pm

Attending: Sarah Young, Lance Blessing, Lindsey Blessing, Michelle Masters, Theresa Blancas, Shernetra Scott, Coach De La Torre. Attending by Proxy: Julie Erickson (Mom’s last night visiting AZ, leaving early tomorrow morning), Kelly Stout (working late).

Theresa Blancas reported for Julie Erickson, who provided information via phone conversation earlier in the day: car wash receipts for reimbursement (Safeway ~$25 – case of paper towels, 2-refill window cleaning), Luv My Bling GO for Showcase Night on 05/15/2014. Julie will attend Golf Meeting tomorrow.

  •      PayPal account: Lance Blessing worked well, $94.83 after fees, etc from Mandatory Mtg, total fees $2.62. – 2.7% per swipe. Michelle Masters tested PayPal as online donation from website and it worked great. $341.38 after $75 start cash subtracted.
  •      Bank Account: Lance Blessing updatesoon below $4K, after cks clear, lately have been clearing.
  •      Car Wash: Lance Blessing — Vickie / Bookstore said bring money in on Monday following car wash. Lindsey Blessing will take deposit cash to Vickie tomorrow. Sarah Young will double check the calculations for the spreadsheet.
  •      Track Concessions: Lindsey Blessing update (key, funds, inventory, volunteers, etc) – still have to buy leftover inventory from track to FB. Need to vote again because $$ was more. $184.42 vs $150-ish. Theresa will put on General meeting agenda.
  •      Concession Stand: Lindsey Blessing update (ice machine, walkie talkies, etc) – email from Dr Perkins forward from Craig Weidel regarding to be sure we have proper equipment on hand for health inspection. Michelle Masters researched new license for hot dogs and found that we must provide proposed menu. Fundraiser Concessions/Kelly — Jimmy & Joe’s and Chick-Fil-A but Jimmy & Joe’s on Visitor’s side served by DFBC, Kelly Stout will send the email form VP Fundraiser account, Lindsey will draft including info and tell ask Kelly to Cc Dr P, Jason Lindsey, general account, President. Research on hot dog machine rotating is ~$80.
  •      Locker Room Project: Theresa Blancas – When can we put up our stuff in the locker rooms? Are there any work orders for summer scheduled for the Varsity & JV locker rooms that might prevent us from doing so immediately after Track season? Lindsey will ask Jason Lindsey. Track is now over.
  •        Boutique Trailer: Kelly Stout – Kelly told Lance that they aired up the tires and asked about new tires. She will follow up regarding estimate for tires but cannot do anything yet. Tyler and Jessica Stokes are our contact. Theresa will send an email to Tyler Stokes to obtain confirmation via email that we have an agreement through 2014 Football Season to use the Trailer. Kelly will speak with Jessica regarding tires/maintenance responsibilities.
  •        Luv My Bling: Julie Erickson update regarding in-store fundraiser, Mandatory Meeting 04/15/2014, Spring Showcase, Varsity game 09/12/2014 – per phone conversation with Theresa, Luv My Bling is a GO for Showcase Night on 05/15/2014.
  •        Mandatory Parent/Player Meeting 04/15/2014: — debrief
  • Boutique Trailer: Kelly Stout update – see above.
  • Luv My Bling: Julie Erickson raffle item update Lindsey said winners of bracelet loved it. Talked up the company.
  • Apparel Inventory: Michelle Masters update — $370-ish worth, 9 of new shirts, lots of black men’s dri-fit. Bookstore – put a couple of shirts there? Mustang Days (Orientation) – sell apparel? Fundraising will have to do Student Council request paperwork.
  • EVS website: Michelle Masters / Kelly Stout update see above.
  • Packet: Theresa Blancas update –
    • 64 Volunteer forms returned (green) – not yet entered.
    • 78 Family Profiles returned (tan) – not yet entered.

Business Card Magnets: Sarah Young update – everyone take a stack of magnets and w/o magnets.

  • Apparel for Board: Michelle Masters / Kelly Stout update – done.
  • DFBC Brochures: Michelle Masters update – done.
  •        Mailbox: Lance Blessing update; Michelle Masters update regarding additional Sponsorship – no update from Lance Blessing or Michelle Masters.
  •        Team Meals: Sarah Young update on email account; Kelly Stout update regarding photo for Burrito Express – new coordinators – Jodi Kelly & Shernetra Scott.
  •        Trade Name: Lance Blessing update – waiting on new address.
  •        501(c)3: Michelle Masters update – waiting on budget, transaction stuff. Sarah Young sent last week. Michelle Masters hasn’t yet seen it.
  •        HoHoKam Foundation: Theresa Blancas update – will call Mark Meldrum next week.
  •        New Business

○        Lance – move DFBC banners towards stop lights. Lance & Theresa will move.

○        STEP UP NIGHT – where were we? Lance’s neighbor found us in back corner, provided contact info, but have not received anything. Lindsey will forward the information the general account.

○        Missing Banners – Theresa Blancas update – done per Michelle Masters.

○        Freshmen Rep – update Shernetra Scott is joining our Board. Per Bylaws, nominate/vote in May, installed in June.

○        Goodwill Fundraiser email – Sarah Young read email from Goodwill, Michelle Masters will research. See below, Coach’s info.

  • WEBSITE: 5 features – sports physical, golf, Bruce Arians, mandatory mtg, 7-on-7 — swap out for spring ball, board member pix.
  •         New
  • Coach – get mailbox at DHS for DFBC – request from Donna. Vendors stuff, other stuff that folks leave w/Donna that she gives to Coach. Theresa will ask Donna.
  • Get together with Sarah Young regarding sharing Football Club’s budget – Coach will send email to share into. Sarah Y is ok with email.
  • Blue/Silver Game – instead of can of food drive do Goodwill donation – average 10 lbs per kid. It is Friday 08/15/2014 or do at Showcase 05/15/2014. Michelle Masters will research.
  • April 28 – Freshmen spring football clinic starts. Theresa will send email regarding come to DHS Bookstore for apparel $15 pocket, $10 non-pocket, any white tshirt + BUS from Summit to RJHS but need ride home after. Michelle Masters will sell at RJHS, has table and truck. Will take extra shorts.
  • Coach needs help with cookie dough delivery 05/13/2014. Same night as our general meeting. Set up 3pm, pick up 3:30pm, frozen in dry ice. They will have it available for pickup until 6p. Mtg 6:30pm. Coach will be outside with Spring Football.
  • ·         Showcase Night – Sarah Young to speak, intros, Concessions & Apparel.
  • ·         MPS EIN can NOT be used for Golf Tourney but CAN be used for other things because of the alcohol.
  • ·        Coach will need help re equipment July 14-18.
  • ·         Planning on Camp registration day 07/20/2014 for bagels, juice, fruit, tables.
  • ·        Coach says Mr Stokes to drive again unless we know of anyone else who has a 15’-20’ enclosed trailer. Coach pays them gas & Family Pass.
  • ·         Helmet trophies – Coach recommends keeping battle scars, clean up Sunvalco markings. Also, cut on angle so that full facemask is on. Lance says tough part is securing them to the plaque, sticks out far, less it weighs the better.
  • ·     Theresa – Maybe Julie can use a helmet without a facemask to make planter or something else for Donna.
  • ·         For Lance – dry erase depth chart, magnetic strips, for Players of the Week Offense and Defense and Practice for all 3 Teams. Team goals, Academic goals. Motivational Boards.
  • Lindsey – we may need to vote via email for Concession Stand spending for purchase of TRack inventory.
  • Theresa will email Coach the Golf Tournament brochure.
  • Michelle will research “BOOSTER PASSES” or “FAMILY PASS”.
  • Michelle Masters asked about NBCTC tutorials. They said Fall up and running.

Motion to close the meeting.

Motion: Lance Blessing

Second:Michelle Masters

All in Favor: Yes

Opposed: None

Close: 8:36p

Board Meeting Minutes February 25, 2014

DOBSON FOOTBALL BOOSTER CLUB

Board Meeting Minutes

February 25, 2014 at 6:00pm

Lance and Lindsey Blessing’s Home

President: Sarah Young                                                 1st Vice President: Julie Erickson

2nd Co-Vice President: Michelle Masters                        2nd Co-Vice President: Kelly Stout

Treasurer: Lance Blessing                                             Secretary: Theresa R. Blancas

Member Chair: Marissa Smith                                       Class Rep-Sophomores: Lindsey Blessing

Class Rep-Sophomores: Jodi Kelly

Meeting Attendees:

Sarah Young, Julie Erickson, Michelle Masters, Lance Blessing, Theresa Blancas, Lindsey Blessing, Kelly Stout, Coach George De La Torre (via conference call).

Call to order:

Sarah Young called meeting to order for the Dobson Football Booster Club Board at 6:14pm on Tuesday, February 25, 2014.

Motion to start the meeting: Julie Erickson

Seconded: Kelly Stout

All in Favor: Yes

Opposed: None

WEBSITE – EMERGENCY VOTE: Sarah Young informed us that our website, www.DobsonFootball.com, is currently down for nonpayment due to our mistaken belief that the we had paid for two (2) years. She requests an emergency email vote be sent out for approval of payment: $240.00, which is a renewal at the same level. Theresa Blancas will send out an emergency vote email.

Michelle Masters reminded us that we can post videos to our YouTube account at no cost.

Sarah Young said we need to pay via PayPal, which is currently linked to our old checking account. Lance Blessing will update our PayPal account then make the payment.

GOLF TOURNAMENT: Lindsey Blessing said we we received a paper copy of a document from Donna Koch regarding the Golf Tournament for 2014 and DFBC also received a copy. She recalls that it was the approval for the tournament itself.

CAR WASH:Lance Blessing says he needed Coach’s meeting minutes for the Car Wash paperwork, not DFBC’s. He will contact Coach to obtain them. Michelle Masters inquired how soon can current 8th graders/Freshmen next year can participate in fundraisers.

COACH: Lindsey Blessing called Coach De La Torre. She spoke with him for a few minutes one-on-one then put him on speakerphone.

Regarding Michelle Masters question about how soon can current 8th graders/Freshmen next year can participate in fundraisers Coach said they can participate in any fundraisers except NOT through Dobson High School. An outside source is also ok because they are not in the DHS Bookstore accounting system yet.

Current 8th graders will NOT be included in car washes until June, at which point they should be in the DHS Bookstore accounting system.

Coach is meeting Friday 02/28/2014 with Players only at Summit. He will check tomorrow which version of handouts he provided at Rhodes for their Players only meeting. He will contact Michelle Masters and let her know.

Coach asked we HOLD the Glazier payment because he believes if we wait thirty (30) days we can get two (2) months for free. Lance Blessing will appropriately follow up.

Coach’s Conference Call ended.

Tricky Camps: approved 8 kids, but we need to confirm with Coach regarding final Player count and confirm whether there is a Track conflict. Lance Blessingwill follow up with Coach regarding the Tricky Camps.

ASU Camp: Kelly Stout and John Stout are donating registration for Linemen so DFBC will only pay for others for 7-on-7 portion of Camp.

Track Concessions:

Coach asked for list for buying for track concessions, which will be provided by Lindsey Blessing. She will also obtain the Concession Stand key from Coach.

Michelle Masters reminded Lindsey that we have Concession Stand inventory lists from the past to which she may refer.

Lindsey Blessing reminded us that Coach is using a $250.00 PO at Costco.

Lance Blessing reminded all that he would do a bank run for the cash box. One side for Concessions only: home side only. Lance will give the cash box to Lindsey.

Kelly Stout asked whether there were any leftover items from the Concession Stand from Soccer sales. Soccer did not have leftovers.

Kelly Stout and John Stout will purchase Dilly Bars for and Popsicles for and will donate them to DFBC for Concession Stand sales, with proceeds going to DFBC.

Lindsey Blessing said they bought AirHeads on sale for donation to the Concession Stand. They found them at Albertson’s on clearance if anyone else wants to do same.

Concession Stand schedule:

March 3 – Monday for FLAG FOOTBALL, proceeds to DFBC. Michelle Masters and Kelly Stout will go to Costco for the appropriate purchases along with Lance Blessing, to use his DFBC Credit Card. Kelly Stout will get Restaurant Depot card this weekend. Setup 4:15pm. Event is scheduled for 5p-8p

Volunteers:

Lindsey Blessing

Michelle Masters

Kelly Stout – 5p

Sarah Young – 6p

Theresa Blancas – TBD (regarding health)

Julie Erickson – TBD (regarding work and health)

March 5 – Wednesday – for TRACK, proceeds to the DHS Track Club. Setup 3pm. Event scheduled for 3:45p-6:30p.

Volunteers:

Lindsey Blessing

Michelle Masters

Lance Blessing – 4p

Kelly Stout – 5p

Theresa Blancas – TBD (regarding health)

Julie Erickson – TBD (regarding work and health)

March 12 – Wednesday – for TRACK, proceeds to the DHS Track Club. Setup 3pm. Event scheduled for 3:45p-6:30p.

Volunteers TBD.

April 9 – Wednesday – for TRACK, proceeds to the DHS Track Club. Setup 3pm. Event scheduled for 3:45p-6:30p.

Volunteers TBD.

January 2014 Meeting Minutes: Michelle Masters requested an email vote for January 2014 Meeting Minutes approval since they were not voted on during the February 2014 General Meeting. Theresa Blancas will email.

Stadium Chair: Michelle Masters said the student store lady said there are no stadium chairs in their store, that they were moved to the Bookstore. Theresa Blancas reported that they were always in the Bookstore and that Vicki/Bookstore last reported eight (8) chairs in stock. Kelly Stout said she asked and was told there were none. Michelle and Kelly want to collect any stock in order that it be convenient for us to sell.

Locker Room Project:Theresa Blancas has follow up for “awnings”, mat runners, and chairs that were discussed last spring. It was reported that Jodi Kelly has a Lowe’s connection, if it helps.

Boutique Trailer: Sarah Meraz gave contact information for Boutique Trailer to Michelle Masters and Kelly Stout. Kelly Stout will handle trailer & agreement, etc.

Luv My Bling: Julie Erickson reports the following~

Tammy/Luv My Bling has a screen printing connection.

Julie and Tammy discussed an in-store fundraiser connected to a local restaurant, near their store’s new location, but not Chompie’s because they will not participate. Jason’s Deli or Which Wich are nearby. Tammy will contact BJ’s or Majerle’s to see if they are interested. Julie Erickson will follow up.

The Board discussed possible dates as 08/13/2014 & 08/20/2014, both  Wednesdays, from 6p-8p.

Tammy did not seem excited to be on-site for our Spring Showcase. Julie Erickson will follow up regarding them being on-site at both our Spring Showcase and our home game on 09/12/2014.

Julie Erickson will see if Tammy would be interested in being at our 04/15/2014 Mandatory Parent/Player Meeting.

Mandatory Parent/Player Meeting:

Tuesday, 04/15/2014

We’ll need need money for apparel inventory. Lance Blessing will bring shirts to the house & we can do inventory there.

Michelle Masters said East Valley Sports website could be up and running for a limited time around the Mandatory Parent/Player Meeting with some new apparel items available on the site. Michelle suggests 04/13/2014 open, include fliers at the Mandatory Meeting, then CLOSE it 05/31/2014 so it is open through our Spring Showcase date.

Theresa Blancas will get a FULL list of documents/forms for the Packets from Coach, figure out which ones we have now, and get the appropriate ones from Coach. Once complete we will also need to have them posted on our Website.

Business cards with magnets with our Contact Info and Meeting Dates. Sarah Young reports that we can upload an image. She will verify whether there are any meeting dates that may need to be moved due to holidays prior to printing.

Michelle Masters said she never received a packing list for Camp last year. They were provided but not at the Mandatory Meeting. She requests we be sure the packing list is made available to all.

Apparel for Board done by East Valley Sports with “BOARD MEMBER” embroidered on a shirt. Michelle Masters and Kelly Stout asked about availability and were told no problem.

It was decided they be mandatory for Board Members with costs paid for by each Board Member.

It was suggested we encourage Parents to bring a case of water to the Mandatory Meeting by stating that if they bring one they would receive five (5) raffle tickets with a chance to win football shorts (Kelly Stout donated), maybe shorts/tshirts for boys, beads with Starbucks, etc. Julie Erickson will check to see if Luv My Bling would like to donate a raffle item.

We will also ask existing for the return of Team Yard Signs.

We will need to park a truck(s) by Auditorium to collect water and Yard Signs.

Please bring Clipboards with your name on them so they can easily be returned.

Kelly Stout will check whether we might have access to the Boutique Trailer to see our apparel inventory.

Our goal is to have our DFBC Brochures available. Michelle Masterssent email with file for general vote. (Theresa Blancas — general vote or just Board vote/decision?)

Treasurer: Lance Blessing purchased Quickbooks software and continues to become familiar with it.

NEW BUSINESS:

Mailbox: As reported by Lance Blessing~

Our address will change.

New Manager will allow us to have the same size mailbox for free with an ad in our Fall Program PLUS will pay for additional advertising. Michelle Masters will follow up.

Team Meals: Nicole Masson told Sarah Young that she already forwarded all information to DFBC Team Meals account from her personal Gmail account, which she used last year as Team Meals Coordinator.

Nicole Masson also said we owe a 20×30 photo of Varsity 2013 Team for Burrito Express, as part of their agreement from 2013. Kelly Stout will go to Costco and blow up the photo and deliver it. She will find out the correct size and will handle it. Kelly will follow up once the task has been completed.

Trade Name: Lance Blessing reports that it expires tomorrow but we need our new address. In order to avoid additional costs, Lance will wait for new address then update our trade name.

501(c)3:Michelle Masters will resubmit our IRS documents using our new EIN. No new vote is necessary as long as the cost remains the same. It was decided to reissue the check from the DFBC new bank account.

Lance Blessing will close the old account now and move any leftover monies to the new account. The Board decided not to stop payment on the old IRS check. Current total in DFBC old bank account is $3,260.87, which Lance will close and transfer to our new bank account.

Michelle Masters and Kelly Stout report that the IRS said we have difficult because we have two (2) EINs. We have to consolidate the info. Mark Erickson gave the information to Michelle Masters to handle. He’s deep in tax season as a CPA. The Board decided to continue with “80-“ = most recent EIN. We will be resubmitting the same info with a few changes, like contact info changed from Mark Erickson to our DFBC general address plus financial updates. Our new DFBC contact information will be primary, then the school’s contact information will be secondary. It was decided to use Michelle Masters phone number. Michelle will update and rescan to DFBC + Bylaws as approved by any Board Member per IRS contact.

HoHoKam Foundation:Theresa Blancas will follow up with Mark Meldrum regarding the forms and deadlines for 2014 grants.

Julie Erickson reminded us how important it is to continue to be transparent. The Board agreed.

Motion to Close the Meeting: Julie Erickson

Second: Kelly Stout

All in Favor: Yes

Opposed: None

Meeting closed at 8:29pm

Booster Club General Meeting Minutes February 11, 2013

[Final version approved by members 3-11-14]

General Meeting Minutes 02-11-2014
Location: Dobson High School, Coach’s Classroom

In Attendance: Marissa Smith; Sarah Young, Lindsay Blessing, Lance Blessing, Michelle Masters; Kelly Stout; Dawn Masterson, Michelle Outie, Julie Erickson, Mark Erickson, Shemetra Scott, Wesley Young

Attendance by Proxy: Theresa Blancas, Jana Leinweber

Discussions/Action Items:

  1. Call to order at 6:35pm Marissa Smith motioned to start the meeting; Julie Erickson seconded the motion. All in favor; none opposed.
  2. Housekeeping Items
    1. New attendees recognized and voting privilege policy reviewed –  voting rights are given after two (2) consecutive meetings
    2. Meeting schedule reminder – Monthly meetings now the 2nd Tuesdays of each month
    3. Last month’s meeting minutes and financials handed out for review
  3. Outstanding Business
    1. Merchant (debit/credit) Services account & system:
      1. Sarah Young gave responsibility to Lance Blessing for this
      2. Sarah indicated the bank wants an individual’s SSN for tax & liability reasons. Mark mentioned 1099K
      3. Lance Blessing will follow up after IRS letter of determination is received. The hope is that an individual’s SSN will not be required. Action not expected this month.
    2. IRS Exempt Organization “EO” status – aka 501(c)3 status
      1. Mark Erikson indicated the IRS is still processing our form 1023; He restated the form has been in the hands of the IRS for some time.
      2. The check for the $850 fee is still uncashed; this was drawn on “old” 2013 account and questions were raised as to if we can stop pay this check and reissue from the 2014 account. Mark indicated that the IRS has the check but it won’t be cashed until they approved our form 1023 request. Mark advised to not cancel the current check that was issued.
      3. Michelle Masters reported that she called the IRS EO team; they stated that they have never received our form and that they would not be holding our check; the IRS indicates that they make note of the form being received and deposit our check immediately upon receipt. After that they ask questions, finalize the form. This appears to be in direct conflict with info Mark has been providing since October.
      4. Michelle suggested that she, Mark, and Kelly Stout meet after tonight’s meeting to discuss the differences in what the IRS is telling us and address challenges Mark is facing. Mark Erickson agreed to provide additional details to Michelle and Kelly after the meeting.  Post-meeting Note: Mark did not stay to discuss this with Kelly and Michelle; Kelly Stout and Michelle Masters will follow up this week.
    3. Football Team Financials (from DHS/Coach De La Torre) were not discussed. Theresa Blancas will add this topic to next month’s meeting.
    4. Bylaws – 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.
      1. In Theresa’s absence, Michelle Masters gave an update on Bylaws changes. Belief is that Theresa completed this task; it may have been carried to agenda in error.
        1. Changes to delineating Executive Board positions were approved and posted to the website as noted in 5/6/13 meeting.
        2. Update to add the Conflict of Interest Policy was approved in the 8/12/13 meeting. That verbiage was later provided in electronic form and added to the website on 10/16/13.
    5. National Booster Club Training Council (NBCTC) status:
      1. DFBC still working to obtain insurance through NBCTC.
      2. Sarah Young reported that Theresa Blancas is tasked with completing the insurance application. No target completion date was set.
      3. Currently DFBC pays $9 for insurance on property stored at Arrow storage. Through NBCTC associations, we expect Arrow can be listed as an Additional Insured, which will eliminate the need for the $9/month fee with Arrow.
    6. QuickBooks for accounting needs
      1. Lance Blessing shared that Costco is offering a discount on this purchase. It expires 2/23/14.
      2. Michelle Masters motioned to purchase Quickbooks Pro for no more than $150; Lindsey Blessing seconded the motion. All in favor; none opposed.
    7. Yard Signs – need to set up another collection date.
      1. Team agreed to a communication asking the signs to be dropped off at the upcoming 4/17 mandatory football parent meeting. Theresa Blancas will be asked to post this communication on Facebook & Twitter. Michelle Masters will update the website with this communication.
    8. Locker Room Updates
      1. In Theresa Blancas’ absence, Sarah Young reported that Theresa is still researching awnings/chairs/runners.
      2. George De La Torre requested that DFBC investigate creating small team pictures for the JV locker room (similar to the large ones done in 2013 for the Varsity locker room). Theresa Blancas will be asked to do this.
    9. Concession Stand Updates
      1. No one  was aware of any follow done regarding rumors that the district may be funding 2014 updates to the concession stand facilities.  Kelly Stout will check into this by 2/14/14 and report back at next Board meeting
      2. Lindsey Blessing shared that a replacement is needed for the freezer in the Visitors Concessions building.  Jody Kelly will submit a request for donation to Lowes.
      3. Kelly Stout has chip clip donation available pending approval to make concession stand updates.
      4. Kelly Stout received and is storing microwave donation for the Visitors concession stand pending such time as we can stock the stand.
  4. Fundraising Activities
    1. 2014 Fundraising Kickoff meeting held 2/5/2014.
      1. Michelle Masters provided recap of the meeting. Minutes are on the website.
      2. Kelly Stout & Michelle Masters will schedule at least 2x monthly meetings
    2. Luv My Bling (Loop101 & Frye – in Target Center adjacent to Chandler Mall)
      1. No change from 2/5 fundraising meeting.
      2. Julie Erickson will inquire with restaurants near Luv My Bling about a fundraising evening. Luv My Bling shares a building with Jason’s Deli; Julie will check with them first.
    3. Fan Apparel
      1. Extra Innings (Ron who was previously with East Valley Sports) sent estimates that were too high for our needs.
      2. Kelly Stout & Lindsey Blessing have found some other vendors. Michelle Masters has engaged Dennis at East Valley Sports (EVS).
      3. Michelle Masters will schedule meeting for her, Kelly, & Lindsey to meet with EVS next week to look at products and firm up EVS’s pricing to DFBC.
    4. Stadium Chairs
      1. Kelly Stout reported that the ongoing challenge with getting an inventory count appears to be because the school split our inventory between the Book store and Spirit store. Everything was moved back to the bookstore. Kelly did not have a count; Theresa Blancas should follow up and get the current count. Also arrange to have them all picked up.
      2. Fundraising team would like to sell these from the Spirit booth at the Flag Championship and/or Spring Showcase events. Estimated cost to DFBC is $35 per chair.
    5. Graduation Water Sales
      1. Sarah Young reported that we received approval from DHS for this fundraiser.
      2. Kelly Stout requested that we request water donations on all communications; grocery stores are telling us they cannot donate water without an IRS Letter of Determination (Exempt Org status)
    6. Carnival Spring 2015
      1. On agenda for next large group Fundraising meeting… tentative for 3/5
    7. Golf Tournament
      1. Targeting June 14th at Kokopelli Golf Course (see Fundraising minutes for details about possible events at Dobson Golf Course in Fall 2014 & Spring 2015)
      2. Outside food will be allowed. There is the potential for beer sales coordinated by Kokopelli. Michelle Masters should have those details from Kokopelli this week.
      3. Kokopelli requires a $250 deposit to secure the date.
      4. Julie Erickson motioned to pay $250 deposit to Kokopelli for Golf Tournament in June. Lance Blessing seconded the motion. All in favor; none opposed. Motion passed.
      5. Lance Blessing will issue $250 check to Kokopelli this evening.
      6. Michelle Masters will complete and submit DHS request form this week.
    8. Scoreboard advertisingKelly Stout & Michelle Masters will discuss with Ray Perkins.
    9. Kohl’s Cares Sponsorship Program
      1. Sarah Young sent URL to VP Fundraising mailbox.
      2. Kelly Stout or Michelle Masters will coordinate submission of this and several other sponsor requests once IRS Letter of Determination (for EO status)
    10. Sponsor Price List
      1. Updated list was not available. Michelle Masters requested that agendas be emailed 3 days in advance of the meeting so that everyone can be prepared.
      2. Michelle Masters will obtain email addresses of qualified Voters and submit the pricelist via email for an electronic vote by 2/21. Once approved, it will be posted on our website. After the meeting: Sarah Young confirmed a vote is not necessary, but we will review at next Board meeting.
      3. Lance Blessing will ensure that PayPal is linked to the 2014 DFBC checking account and partner with Michelle to establish PayPal links we can use for an online sponsorship/donation page. Michelle Masters will build the Sponsor/Donor web page in March, assuming price list is approved and PayPal links can be established.
    11. Car Washes
      1. Fundraising committee agreed to events in April, May, and June as follows:
        1. To take place on the 3rd Saturdays of each month
        2. 3 locations, each location will host one team (Freshman/JV/Varsity) on the same day.  Michelle Masters is working on these locations:
          1. Arby’s @ Alma School & Guadalupe – Confirmed
          2. AutoZone @ Dobson & Guadalupe – Left message
          3. Chevron @ Alma School & Baseline – Left message
      2. Michelle Masters will check w/De La Torre about incoming Freshman (current 8th grade students) being included in April. They may not be able to participate until May or June do to District rules.
      3. Jody Kelly will ask Lowes to donate six 50’ hoses. Other supplies may be needed. Lance Blessing will check inventory at Arrow Storage by 2/28.
  5. Old business
    1. County Health Dept notice received regarding hamburger patties stored in Concession freezer & Grill stored improperly. District stated that all food making is ceased immediately. Applies to everyone. Concessions team make note of this.
    2. Step Up Nights – These were a success. DFBC gathered contact info on many potential new members. Theresa Blancas is updating the general contact list.
    3. Parent Partnership meeting – This is an annual meeting to review the rules for parent partnership organizations, like DFBC. Theresa Blancas will provide all material to Lance Blessing. Lance Blessing will copy all materials and post on Google drive for all members to view.  Concessions & Team Meal teams – Be sure to review the new food rules from the FDA effective 07/01/2014.
    4. DFBC Mailbox – Lance Blessing reported that the current owner of our mailbox office may have found a new owner. If the purchase is completed, no change is needed for us. If the purchase falls through, that office will close and we need to secure a new mailbox. Lance Blessing will continue to monitor this.
    5. Trade Name – Lance Blessing reported that our Trade Name was filed years ago with the Secretary of State in 2009 by Linda Sachs. To change the assignee name requires Linda’s signature. Theresa Blancas and Sarah Young advised last month that finding Linda will be challenging and advised to let the TN expire then re-register with current contact information. It was also noted that registration of a Trade Name and/or a Trademark is not legally required in Arizona. However, Lance Blessing will follow up on this after the current registration expires on 2/26/14.
  6. New Business
    1. Annual Budget – Bylaws require annual budget. Sarah Young will coordinate with assistance from the Board. Funding needs come largely from DHS Football. George De La Torre will need to provide the full 2014 list of funding needs. Lance Blessing has already been pulling reports for Concessions, Merchandise, etc.
    2. Marketing Budget – Proposal for annual marketing budget to include business cards, pens, shirts for Board Members. Sarah Young provided a breakdown on shirts using the ExtraInnings quote.
      1. Attendees agreed that this should be part of the Annual Budget and did not want to on shirt purchases this month. Offline discussions included that Board Members should be asked to pay for their own shirts at cost. Michelle Masters and Kelly Stout will work with vendors to obtain a better price.
      2. Sarah Young will investigate the purchase of general business cards with 2014 meeting dates printed on the back. Hopefully people will carry this in their wallets for reference. These would replace the refrigerator magnets that were popular with members last year. Sarah may purchase these without Board approval as the cost will be under $20.
    3. Fall Sports Program – We want to get these done early this year. George De La Torre indicated that team photos can’t be done early due to needing to finalize the teams. Everything else can be done earlier. Theresa Blancas would like to co-coordinate and has offered to ask if Adrian Trice is interested in participating.
    4. Team Meals Coordinators – This requires immediate attention. Fundraising team will ask for volunteers at next meeting or Theresa Blancas should send email request to all contracts.
  7. Coach’s Corner – George De La Torre
    1. Free physicals – Date TBD; usually April. More info will be forthcoming.
    2. Spring Football – Michelle Masters include in Parent Newsletter
      1. Freshmen will start 4/28/14. George asked Michelle Masters to check with Coach Tannenbaum about the end date.
      2. JV and Varsity will be 5/5/14 to 5/14/14.
      3. Spring Showcase (JV & Varsity only) will be on 5/15/14, 6:30pm-8pm. Kelly Stout will submit the DHS request form by 2/21/14. Michelle Masters & Lance Blessing still need to get time with Perkins to discuss the split of concession proceeds.
    3. Camp of Champions will be in Snowflake AZ from 7/20/14 to 7/25/14
    4. Financial Priorities from the coach Assumption is that funding requests will not be on the agenda until after the proper request form is submitted to DFBC
      1. Agape Productions Game Filming. “Like last year, our school club will pay for the JV and Freshmen.”. Theresa Blancas’s notes indicate no request form was submitted. Team asks that Theresa Blancas ensure the form is submitted and then add this topic to next month’s meeting agenda.
      2. Hudl license –DFBC’s funds are low and current license doesn’t expire till 11/17/14. Attendees postponed this vote. Theresa Blancas add to next month’s agenda.
      3. Summer tournaments – $550 DFBC expense. Attendees postponed votes on all of these until next month. Theresa Blancas add to next month’s agenda.
        1. Westwood High School for JV & Frosh — est $250 total ($125 per team)
        2. ASU fat man’s challenge for Varsity — $300. Lance Blessing asked if there were grants that the school can request for this.
        3. Varsity 7 on 7 – free of charge (Chandler jamboree, Tempe, Shadow Mtn)
    5. Player development
      1. Jeff Tricky Camp – $800 DFBC expense. Occurs in March At Pinnacle HS. Planning to send 4 QBs and 4 WRs = 8 players. Cost is approx $200 each; DFBC pays 50% ($800 total) and each player pays half his fee ($100 per player).
        1. Lindsey Blessing motioned to pay $800 for this camp; Jodi Kelly seconded the motion; all in favor; none opposed. Motion passed. Lance Blessing will issue $800 check for Jeff Tricky Camp fee.
      2. AZ FB Coach’s Association. $400 DFBC expense. Due in April. Annual fee is $100 per coach up to a max of $400 (when >4 coaches). Attendees postponed a vote on this till next month. Theresa Blancas add this topic to next month’s agenda.
      3. Coaches’ game shirts (approximately 17 coaches). Attendees postponed a vote on this till next month after new shirt pricing is received. Kelly Stout & Michelle Masters will look specifically for coaches’ polos when getting prices. Theresa Blancas add this topic to next month’s agenda.
  1. Glazier Clinics $369 DFBC expense. This is for coach’s education, access to nationwide clinics, internet classes, etc.
        1. Julie Erickson motioned to pay $369 for this camp; Marissa Smith seconded the motion; all in favor; none opposed. Motion passed. Lance Blessing will issue $369 check for Glazier Clinics fee.
    1. Coach Fundraisers for Spring
      1. Liftathon – Coach handles thru bookstore (100%)
      2. Cookie dough – Ordered in April, delivered just before camp (50% to players)
      3. Discount Cards – TBD
      4. Subway cards $10 – Summer  (80% to players
    1. Track Concessions – George De La Torre asked if any DFBC members would be willing to volunteer to help the track team sell concessions. Michelle Masters sent George a list of DFBC volunteers who also happen to be Track parents. George De La Torre will need to purchase the merchandise (e.g. get School issued Purchase Order) and submit the proper forms to the school. DFBC cannot do this do this.
    2. Flag Football Championship 3/3/14 5pm-8:30pm @ Dobson (7th & 8th Grades)
      1. Dawn Masterson emailed Rose about Soccer Inventory and asked her to email our Fundraising account with what they have left over. Rose replied that they have no inventory.
      2. DFBC will need to purchase merchandise. We are estimating $250 needed for this. Michelle Masters motioned for approval of $250 to be spent toward concession merchandise; Lindsey Blessing seconded the motion; all in favor; none opposed; motion passed.
        1. Lance Blessing, Lindsey Blessing, Kelly Stout and Michelle Masters will coordinate purchases and staff the concession stands.  Lance Blessing has DFBC debit card for use to buy goods.
        2. Kelly Stout will submit the DHS request form by 2/21/14. Michelle Masters & Lance Blessing still need to get time with Perkins to discuss the split of concession proceeds.
    3. Approvals for prior Minutes and Financials
      1. January 13 Minutes – Attendees did not have sufficient time to review. Requested Theresa Blancas email the team next week for an electronic vote.
      2. January 28 Minutes
      3. January Financials – Sarah Young motioned to approve the January Financials; Marissa Smith seconded; all in favor; none opposed. Motion passed.
    4. Motion to Close Meeting @ 8:22pm Kelly Stout motioned to close the meeting, Marissa Smith seconded the motion. All in favor; none opposed.

Booster Club Board Meeting Minutes February 11, 2013

[Final version approved by Board 3-11-14]

Board Meeting Minutes 02-11-2014

In Attendance:
Sarah Young, Lindsay Blessing, Lance Blessing, Michelle Masters

Discussions/Action Items:

– Company where we have our mailbox is either going out of business or possibly will be sold and have new owner soon. Lance will continue to follow up. We may not need a new mailbox location.
– Lance confirmed QuickBooks Pro is still on sale @ Costco. Need a vote at General meeting.
– Outstanding check to Lou Coupe was destroyed by Lou Coupe. We can void it. They will not be requesting those funds; it was written off as bad debt.
– Quick review of General meeting agenda.

Fundraising Meeting Minutes 02-05-2014

Meeting Minutes 2-5-14

Action Item assignments are noted in Red below

 

In Attendance:

Kelly Stout, Michelle Masers, Julie Erikson, Gilbert Bracamonte, Susana Bracamonte, Lance Blessing, Lindsey Blessing, Tricia Hill, Shernetra Scott, Wesley Young

 

Discussions & Action Items:

  • Reviewed 2014 potential team expenses that fundraising benefits. Examples: Huddle license, Summer tournaments, Player development clinics, AZ Coaches Association fee, Coaches’ game-day shirts, game/training equipment, locker room upgrades, concession stand upgrades, etc.
  • Discussed 2014 fundraising activities that Coach De La Torre is coordinating – Subway cards, Cookie dough sales, Lift-A-Thon, player’s letter writing to family/friends
  • Reviewed DHS approval process (applicable for all fundraisers)
    • DHS has a request form that we need to complete and submit for each fundraising event
      • Form is in Donna’s office
      • Lance Blessing will obtain a copy, scan it, post it on his DFBC Google Drive, and share with the DFBC Board by 2/14/14.
    • Student Council reviews all requests to avoid conflicts (e.g. ensure that different groups are not hosting similar fundraisers at the same time; avoid overloading the community)
    • Student Council approval must be given to move forward
      • Requests cannot be submitted more than 6 months in advance of the event.
      • Response time to requests is not known. Assume 2-4 weeks for now.
    • Once approved, date changes can usually be made with a simple phone call
  • Reviewed Concession Stand use
    • Each year a contract must be signed with Dr. Ray Perkins, DHS Athletic Director
    • Prior year contracts agreed to a 50/50 split in all concession proceeds
      • DFBC keeps 50% for supporting DHS Football
      • DHS keeps 50% for supporting DHS Athletics (all sports?)
    • Discussed negotiating w/Perkins… ask for either a greater % to DFBC or for a portion of the DHS funds to be directed specifically to DHS Football. Michelle Masters & Lance Blessing will schedule meeting on this before end of March.
  • Identified DFBC 2014 fundraising activities we’d like to pursue
    • 3 Carwashes – April, May & June
      • All teams participate on the same day- 3 locations, one for each team
      • Lance Blessing will submit the DHS Request form when he obtains a copy. Submit by 2/14/14. Target 3rd Saturday of each month – April, May & June, as preferred dates.
      • Michelle Masters will contact Arby’s (Alma & Guad), AutoZone (Dobson & Guad) and Chevron (Alma & Baseline) with planned dates. Complete by 2/14/14.
      • Need 12 hoses – Michelle Masters will submit donation request to Home Depot. Submit by 2/14/14.
    • Golf Tournament – early June
      • Dobson or Kokopelli? Other courses? No others recommended
      • Michelle Masters will contact Dobson to see what they offer and also Kokopelli to confirm deposit amount and tournament date of 6/14. Complete by 2/7/14.
      • Michelle Masters will complete the DHS Request form when Lance obtains a copy. June 14th is the date the Coaches prefer and communicated to Sarah Meraz. Submit by 2/14/14.
      • Need to schedule planning meetings (every other week for now, then weekly)
    • Concessions @ Home games
      • Pre-season – target to open Concessions for Spring Showcase on 5/15. Need to get signed contract with Perkins (MM & LB to compete; noted above).
      • Kelly Stout will complete the DHS Request form when Lance obtains a copy. Submit by 2/14/14.
      • Need to determine inventory needs.
    • Coach requested help w/Track concessions – Mar-April (outside DFBC)
      • Michelle Masters send email to Del La Torre – Julie, Sarah, Lance, Lindsey are willing help/coordinate. Will be done separate from DFBC. MM remind DLT that he needs ask for other Track parent volunteers and provide funds for initial inventory.
    • Graduation Water Sales
      • Theresa Blanca submitted form to DHS in November. Pending approval notification. Michelle Masters – request this update at next DFBC meeting.
    • Annual Fall Sports Program
      • Targeting completion 1st home Varsity game
      • No further discussion. Possibly Theresa Blanca on point for this?
    • Grants & Sponsorships
      • All attendees were asked to think about who they know, business owners, employees of restaurants, grocery stores, print shops, etc. Let them know we’re looking for sponsors. Contact Michelle or Kelly for additional information and sponsorship benefits.
      • Hohokam Grant – Michelle Masters will take point. Ask Theresa / Mark for all details including 2013 presentation , add demographic info.
      • Others – Kelly Stout & Michelle Masters continue to engage companies. Most require IRS Exempt Organization status. DFBC has applied for this.
    • Parent Meeting on 4/14
      • Fundraiser w/Scentsy (25%).
      • Kelly Stout will complete the DHS Request form when Lance obtains a copy. Submit by 2/14/14.
      • Kelly Stout will coordinate w/Scentsy contact.
    • Merchandise
      • Fan apparel , shirts/hats–looking for other vendors/options
        • Lindsey Blessing – check w/friends for other shirt vendors
        • Kelly Stout – check w/father regarding local shirt vendors he works with
        • Julie Erickson – Luv My Bling… Check w/food vendors near the store to see if they will participate in a fundraiser date coordinated w/Luv My Bling.
        • Michelle Masters – check w/East Valley Sports & also send email to Ron (Extra Innings) expressing concern with pricing. Need lower prices.
      • Spirit Cups – Michelle Masters ask Sarah Young to check Fundraising folder. Sarah Meraz confirmed the vendor brochure is there.
      • Stadium seats & cushions – sponsorships to fund cushions? Michelle Masters creating plan for this
      • Other ideas: Noisemakers, blankets, thunder sticks, beads, earrings, cowbells
      • 2015 Spring Carnival
        • Need to start planning soon. Will review next meeting.

Fundraising Meeting Minutes 2014-02-05

Meeting Minutes 2-5-14

Action item assignments are noted in Red below.

In Attendance:

Kelly Stout, Michelle Masers, Julie Erickson, Gilbert Bracamonte, Susana Bracamonte, Lance Blessing, Lindsey Blessing, Tricia Hill, Shernetra Scott, Wesley Young

Discussions & Action Items:

  • Reviewed 2014 potential team expenses that fundraising benefits. Examples:  Huddle license, Summer tournaments, Player development clinics, AZ Coaches Association fee, Coaches’ game-day shirts, game/training equipment, locker room upgrades, concession stand upgrades, etc.
  • Discussed 2014 fundraising activities that Coach De La Torre is coordinating – Subway cards, Cookie dough sales, Lift-A-Thon, player’s letter writing to family/friends
  • Reviewed DHS approval process (applicable for all fundraisers)
    • DHS has a request form that we need to complete and submit for each fundraising event
      • Form is in Donna’s office
      • Lance Blessing will obtain a copy, scan it, post it on his DFBC Google Drive, and share with the DFBC Board by 2/14/14.
      • Student Council reviews all requests to avoid conflicts (e.g. ensure that different groups are not hosting similar fundraisers at the same time; avoid overloading the community)
      • Student Council approval must be given to move forward. Requests cannot be submitted more than 6 months in advance of the event. Response time to requests is not known. Assume 2-4 weeks for now. Once approved, date changes can usually be made with a simple phone call
  • Reviewed Concession Stand use
    • Each year a contract must be signed with Dr. Ray Perkins, DHS Athletic Director
    • Prior year contracts agreed to a 50/50 split in all concession proceeds
      • DFBC keeps 50% for supporting DHS Football
      • DHS keeps 50% for supporting DHS Athletics (all sports?)
    • Discussed negotiating w/Perkins… ask for either a greater % to DFBC or for a portion of the DHS funds to be directed specifically to DHS Football. Michelle Masters & Lance Blessing will schedule meeting on this before end of March.
  • Identified DFBC 2014 fundraising activities we’d like to pursue
    • 3 Carwashes – April, May & June
      • All teams participate on the same day- 3 locations, one for each team
      • Lance Blessing will submit the DHS Request form when he obtains a copy. Submit by 2/14/14. Target 3rd Saturday of each month – April, May & June, as preferred dates.
      • Michelle Masters will contact Arby’s (Alma & Guad), AutoZone (Dobson & Guad) and Chevron (Alma & Baseline) with planned dates. Complete by 2/14/14.
      • Need 12 hoses – Michelle Masters will submit donation request to Home Depot. Submit by 2/14/14.
  • Golf Tournament – early June
    • Dobson or Kokopelli? Other courses? No others recommended
    • Michelle Masters will contact Dobson to see what they offer and also Kokopelli to confirm deposit amount and tournament date of 6/14. Complete by 2/7/14.
    • Michelle Masters will complete the DHS Request form when Lance obtains a copy. June 14th is the date the Coaches prefer and communicated to Sarah Meraz. Submit by 2/14/14.
    • Need to schedule planning meetings (every other week for now, then weekly)
  • Concessions @ Home games
    • Pre-season – target to open Concessions for Spring Showcase on 5/15. Need to get signed contract with Perkins (MM & LB to compete; noted above).
    • Kelly Stout will complete the DHS Request form when Lance obtains a copy. Submit by 2/14/14.
    • Need to determine inventory needs.
  • Coach requested help w/Track concessions – Mar-April (outside DFBC)
    • Michelle Masters send email to Del La Torre –  Julie, Sarah, Lance, Lindsey are willing help/coordinate. Will be done separate from DFBC. MM remind DLT that he needs ask for other Track parent volunteers and provide funds for initial inventory.
  • Graduation Water Sales
    • Theresa Blanca submitted form to DHS in November. Pending approval notification. Michelle Masters – request this update at next DFBC meeting.
  • Annual Fall Sports Program
    • Targeting completion 1st home Varsity game
    • No further discussion. Possibly Theresa Blanca on point for this?
  • Grants & Sponsorships
    • All attendees were asked to think about who they know, business owners, employees of restaurants, grocery stores, print shops, etc. Let them know we’re looking for sponsors. Contact Michelle or Kelly for additional information and sponsorship benefits.
    • Hohokam Grant – Michelle Masters will take point. Ask Theresa / Mark for all details including 2013 presentation , add demographic info.
    • Others – Kelly Stout & Michelle Masters continue to engage companies. Most require IRS Exempt Organization status. DFBC has applied for this.
  • Parent Meeting on 4/14
    • Fundraiser w/Scentsy (25%).
    • Kelly Stout will complete the DHS Request form when Lance obtains a copy. Submit by 2/14/14.
    • Kelly Stout will coordinate w/Scentsy contact.
  • Merchandise
    • Fan apparel , shirts/hats–looking for other vendors/options
      • Lindsey Blessing – check w/friends for other shirt vendors
      • Kelly Stout – check w/father regarding local shirt vendors he works with
      • Julie Erickson – Luv My Bling… Check w/food vendors near the store to see if they will participate in a fundraiser date coordinated w/Luv My Bling.
      • Michelle Masters – check w/East Valley Sports & also send email to Ron (Extra Innings) expressing concern with pricing. Need lower prices.
    • Spirit Cups – Michelle Masters ask Sarah Young to check Fundraising folder. Sarah Meraz confirmed the vendor brochure is there.
    • Stadium seats & cushions – sponsorships to fund cushions? Michelle Masters creating plan for this
    • Other ideas: Noisemakers, blankets, thunder sticks, beads, earrings, cowbells
    • 2015 Spring Carnival
      • Need to start planning soon. Will review next meeting.

Booster Club General Meeting Minutes January 13, 2014

[Final version approved by members 3-11-14]

Dobson Football Booster Club
General Meeting Minutes
January 13, 2014 at 6:30pm

Meeting Location: Julie Erickson’s Home
Meeting Attendees: Julie Erickson, Sarah Young, Michelle Masters, Marissa Smith, Theresa Blancas, Lance Blessing, Lindsay Blessing. Attended by Proxy: Kelly Stout, Coach De La Torre, Jodi Kelly, Jana Leineweber. In attendance for Senior Moms Recognition only: Sarah Meraz, Susan Hernandez.

Call to Order:
Sarah Young called the meeting to order for the Dobson High School Football Booster Club at 6:40 pm, Monday, January 13, 2014.

Motion to start the meeting: Julie Erickson
Second: Michelle Masters
All in favor: Yes
Opposed: None

Introduction of New Members:
Sarah Young 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.

Sarah also recognized that we had an abbreviated Agenda for this meeting in order to have more time for the social that follows to recognize Senior Moms.

Meeting Minutes and Financial Vote:
A. December 2013 Meeting Minutes vote – hard copy for Member review
Motion: Michelle Masters
Second: Lance Blessing
All in Favor: Yes
Opposed: None

B. December 2013 Financials vote – hard copy for Member review
Motion: Sarah Young
Second: Michelle Masters
All in Favor: Yes
Opposed: None

Other Business:
A. Theresa Blancas will contact Kristina Cormier/2013 Co-VP of Fundraising, regarding receipt book and, if appropriate, obtain it and/or our copies of DFBC receipts and forward to Lance Blessing/2014 Treasurer.
B. Lance Blessing reported, with Dr. Walker’s check for $1,000.00 now deposited, the total for the Golf Tournament was $9,782.85 with our NET of $5,692.82.
C. Discussion regarding moving our general meetings from Mondays to Tuesdays. After discussion the following was decided:
1) DFBC General Meetings will be on the SECOND TUESDAYS of the month, beginning Tuesday, February 11, 2014.
2) DFBC FULL Board Meetings (not just Executive) will be every other week until the season starts, then we will readdress the necessity. FULL Board Meetings will be the SECOND AND FOURTH TUESDAYS of the month, beginning Tuesday, January 28, 2014, at 6:00pm at the Blessings home.
D. Theresa Blancas will attend the District required meeting called Parent Partnership and report back to the Board and the General meeting.
E. Julie Erickson will forward an email she received from Donna Koch to the general account to forward to the Board. It is an email of gratitude to the DFBC.
F. Discussion for preparation of Step Up Night was made. We will get blue paper, a helmet and a jersey from Coach, and maybe some other odds and ends to decorate our table. Theresa will print Contact List Forms.

New Business:
Michelle Masters and Kelly Stout / Co-VPs of Fundraising, will host a Fundraising Committee on Wednesday, January 22, 2014 at 6pm at Native New Yorker’s. They will forward an email to the general account for Theresa can share it to our Contact List as an invitation.

Motion to close the meeting:
Motion: Lance Blessing
Second: Julie Erickson
All in Favor: Yes
Opposed: None
Meeting closed at 7:18pm.

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.

September 9, 2013 Booster Club Meeting Minutes

Dobson Football Booster Club

Meeting Minutes

September 9, 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, Kristina Cormier, Sarah Meraz, Susan Hernandez, Sarah Young, Michelle Masters, Marissa Smith, Theresa Blancas, Coach De La Torre, Jana Leineweber, Lance Blessing, Lindsay Blessing, Kelly Stout, Adrian Trice. Attended by Proxy: Jodi Kelly.

 

Call to Order:

Susan Hernandez called the meeting to order for the Dobson High School Football Booster Club at 6:34 pm, Monday, September 9, 2013.

Motion to start the meeting: Sarah Meraz

Second: Julie Erickson

All in favor: Yes

Opposed: None

 

Introduction of New Members:

Susan recognized new Members and reminded them 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 both September 2013 Meeting Minutes and September 2013 Financials will be passed throughout the room for member review prior to voting at the end of the meeting.

 

Business Agenda:

A. Sarah Young – status of debit/credit card mobile swipe and new account for corresponding new EIN – still on hold until 501(3)C completion. Option for 2 devices (one for each Concession side), which will be discussed once our 501(3)C has been officially completed.

B. Social Networking update – Michelle Masters – all is going well, traffic up on Facebook and Website.

C. Golf Tourney wrap-up (almost post-90 days) – A/R, A/P, Debriefing – Dr. Walker sponsorship, final financial numbers. Update by Sarah Meraz:

  • Dr Walker – told it should be in our mail. Julie Erickson will check mailbox.
  • Dairy Queen – check was received.
  • Dairy Queen donated cakes for highlight night + coupons for principal and football coach for incentive and/or Booster Club can hand out to pick up trash, not swearing, good behavior, etc. They are under new management and he has been a great help. He can tell profits were down due to last year’s management. He donated dilly bars for our AZ Cardinal Reception for our first game on  8/30/2013.

D. Coach’s Football Program financials shared with DFBC – transition. Susan Hernandez has not yet reminded Coach.

E. Mark Erickson – status of Hohokam Foundation — SURPRISE — NO CONTACT = NO GRANT. They said they would contact the organizations that received grants by the end of August. We were not contacted therefore we did not receive a grant.

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

  • Mark Erickson was not present but, to our knowledge, we are still in process.
  • Theresa Blancas will review and note recommendations of changes in Bylaws to be consistent with description of Executive Board versus Full Board. Discussion and vote during general meeting is required – in process.
  • Julie Erickson — Insurance quotes update for Business Owner’s Policy (aka BOP). Michelle Masters will provide more info to Julie Erickson.

 

Other Business:

A. Yard Signs – Susan Hernandez status. Freshmen – delayed. Susan will ask Nicole Masson to make new stencil. Varsity had to make new template – done. JV – done and can be handed out at Wednesdays home game.

  • JV Yard Signs will be handed out this Wednesday. Newest roster shows 48. Per Susan that’s exactly our inventory. Roster checkoffs must be done when picked up.
  • Freshmen – need committee to complete because short and need more signs made, per Nicole Masson. Susan will ask Nicole to make a new template then complete the signs.

B. East Valley Sports – 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. Susan will contact EVS and will meet soon.

C. Sarah Meraz reported regarding stadium chairs – Vicki at the Bookstore sold two (2) more and has checks for us.

  • Sarah Meraz will followup with the company regarding a reorder.
  • Susan Hernandez will followup with Vicki at the Bookstore regarding current inventory.

D. Locker Room Project – Susan Hernandez status. All original artwork is complete (Mustang over door, logo on floor, plus Mustang on outside wall for gameday). Framed team photos still need to be completed and hung. Awning and chairs not done.

  • Julie Erickson – Team posters follow up. Susan laminated teh last ones and they are complete then go to Coach for the frame. Coach had photos from Lou Coupy and Lou Coupy laminated them. Coach purchased them ($20 for 5 then 1 free – this year’s was free). Julie is getting them framed. Jerry Hernandez and Craig Masson will hang them up.

E. Sarah Meraz reported we had lots of great help from DFBC for the 08/30/2013 AZ Cards reception. They were impressed by our food selection. Go to www.mpsaz.org to see photos. Many thanks to Sarah Meraz for hosting in the room during the game on our behalf!

 

Fundraisers:

A. Julie Erickson – Luv My Bling in-store fundraiser follow up. She can only come that one time but 20% in store to DFBC is ongoing.

  • Put a notice in the Spirit Boutique.
  • Put a notice in all announcements
  • Our 20% will be given to us after the end of the season.

B. Susan Hernandez – status of Fry’s water and meal donations per Lisa Fenstermaker – setup monthly pickup. Susan will pick up on Wednesday after school with Theresa Blancas. There are new contact names at both stores, new managers at both.

C. Julie Erickson – status of potential for DHS Art Club for face painting at Home Games, Homecoming, via Coach Wells. Julie will followup again as Coach Wells previously said yes but must evaluate students. Julie thinks one game, either Homecoming or Senior Night.

D. Fall Carnival – discuss possible dates or possible Spring dates. Discussion: not fall but spring, aka Spring Fling. Michelle is contact for the company we previously used. Susan Hernandez will followup with Michelle regarding their available dates in the spring then we can followup regarding other DHS home sport schedules.

 

Coach:

A. Coach suggests we sell  ads to scroll on the new digital scoreboard. He will followup with Dr. Perkins.

B. Coach asked Theresa Blancas to send email when appropriate regarding October 12, taking Varsity Players to ASU-CO game. District will pay for buses but Players must have signed permission slips turned into Coach.

C. This week Coach reguests Pregame Meal served by 2:15pm due to traffic concerns to Glendale. Buses plan on leaving at 3:30pm so they can arrive by 5pm.

  • Freshmen – tomorrow (Tuesday) 2:15pm-2:30pm. Snacks only. Coach T informed the Blessings that he will handle distribution.
  • JV at home on Wednesday at 6pm. Susan Hernandez says best for DFBC to serve tailgate meal to Varsity between 5:30PM-5:45PM. Coach says they will be done by 5pm that day. Susan reminded everyone that the purpose of serving the tailgate meal to Varsity is for team bonding and support of their JV Teammates so they stay at the game. DFBC will grill the tailgate meal and serve Varsity at 5:30pm.

 

New Business:

A. Concession Stand Procedures – Susan Hernandez explained sign-in sheet, so we know who’s present. Thanks to the Blessings on Visitors side on both Varsity nights. Please sign-in whether or not you handle money.

  • Sarah Young further explained new procedures – Vendor sales (aka Chick-Fil-A, Jimmy & Joe’s, etc), has a form with Vendor name, quantity, cost, and price sold. This information is especially important if the price changes later during the game, then be sure to inventory at the end of the night.

B. Susan Hernandez – water was delivered to Coach’s office. Susan will get them tomorrow for the Concession Stand.

C. Senior Night – Julie Erickson is our Coordinator. All Seniors at Fall Sports are included during this event. This year it is Friday, Nov. 1. As we get closer to the event, Julie will let us know what help is required, including banners and field assistance the night of the event.

C. Highlight Night – Previously we did it in the cafeteria, showed highlight films and photos, served ice cream cake and drinks. Coach suggested a separate night for Varsity to spend more time in tribute and for awards. Susan Hernandez will followup with dates and paperwork with Donna Koch.

D. Banquet – formal with Athletic Department. Per Coach, few awards handed out that night but then he will re-present those same awards plus others during our Highlight Night.

 

Meeting Minutes and Financials vote:

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

Motion: Michelle Masters

Second: Sarah Young

All in Favor: Yes

Opposed: None

 

B. August 2013 Financials vote –  hard copy for Member review

Motion: Marissa Smith

Second: Kristina Cormier

All in Favor: Yes

Opposed: None

 

Motion to close the meeting:

Motion: Julie Erickson

Second: Lance Blessing

All in Favor: Yes

Opposed: None

Meeting closed at 7:38pm.

 

 

ACTION ITEMS:

1. Sarah Young – status of debit/credit card mobile swipe and new account for corresponding new EIN – still on hold until 501(3)C completion. Option for 2 devices (one for each Concession side), which will be discussed once our 501(3)C has been officially completed.

2. Golf Tourney wrap-up (almost post-90 days) – A/R, A/P, Debriefing – Dr. Walker sponsorship, final financial numbers. Update by Sarah Meraz:

  • Dr Walker – told it should be in our mail. Julie Erickson will check mailbox.

3. Coach’s Football Program financials shared with DFBC – transition. Susan Hernandez has not yet reminded Coach.

4. East Valley Sports – 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.

5. Yard Signs – JV ready to handout. Freshmen need more made then handed out. Susan Hernandez will followup with Nicole Masson to make more Freshmen signs.

6. East Valley Sports – 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. Susan will contact EVS and will meet soon.

7. Stadium chairs – Pick up checks from Vicki at the Bookstore for two (2) more sold. Sarah Meraz will followup with the company regarding a reorder. Susan Hernandez will followup with Vicki at the Bookstore regarding current inventory.

8. Locker Room Project – Susan Hernandez status. Per Julie Erickson framed photos still need to be completed and hung. Awning and chairs not done.

9. Susan Hernandez – status of Fry’s water and meal donations per Lisa Fenstermaker – setup monthly pickup.

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

11. Fall Carnival – Susan Hernandez will followup with Michelle / amusement company regarding their available dates in the spring then we can followup regarding other DHS home sport schedules.

12. Digital ads on new scoreboard – Coach will followup with Dr. Perkins regarding selling additional ads.

13. ASU-CO game – Theresa Blancas will send email when appropriate regarding October 12, taking Varsity Players to ASU-CO game. District will pay for buses but Players must have signed permission slips turned into Coach.

14. Senior Night – Julie Erickson is Coordinator and will notify membership when and what type of assistance is needed as we get closer to the Nov 1 event.

15. Highlight Night – Susan Hernandez will followup with dates and paperwork with Donna Koch.

 

 

ADDENDUMS TO SEPTEMBER 9, 2013 MINUTES

VOTES VIA EMAIL

 

A. Vote via email on 09/10/2013:

DFBC will be grilling for our Varsity Team on Wednesday, 09/11/2013, just prior to our home JV game, so they are able to stay at the JV game in support of their Teammates and not be hungry. Kristina Cormier, our Co-VP of Fundraising, will be shopping for our Varsity BBQ and has requested a vote for $120.00 for the supplies.

Motion: Adrian Trice

Second: Theresa Blancas

All in favor: Yes

Opposed: None

This motion passed but, because the home JV game on 09/11/2013 was postponed due to too much water on the field, these funds were used for the Varsity BBQ at our home JV game on 09/26/2013.

 

B. Vote via email on 09/18/2013:

Kristina Cormier, our Co-VP of Fundraising and Concession Stand Coordinator, has requested vote for approval $60.00 for purchase of Barros pizza to sell during our Freshman Game tonight. This will cover the cost of 6 Pizzas.

Motion: Nicole Masson

Second: Sarah Young

All in favor: Yes

Opposed: None

This motion passed.

 

C. Vote via email on 09/22/2013:

Theresa R. Blancas, DFBC Secretary, proposed we have a standing weekly “allowance” for Concession Stand purchases in an attempt to be proactive and to limit our votes via email. She further proposed the allowance be split in the following way:

 

The first allowance would be for weekly Concession Stand replenishing in the amount of $200.00.

— Because we did most of the large shopping at the beginning of the season and, due to our lack of storage space, we must shop weekly. The amount of purchase depends on whether that week we have one or two home games. This amount does not include Vendor purchases, like Chic-Fil-A.

 

She further proposed a standing weekly allowance for Concession Stand Vendor purchases of $250.00

— Vendor purchases can be as low as $80.00, again depending on whether that week we have one or two home games .This vendor allowance would be for Chic-Fil-A, Jimmy & Joe’s Pizza, Barro’s Pizza, and any other Vendor purchase.

 

The proposal is for a total standing weekly spending allowance for Concession Stand purchases of $450.00, broke down to $200.00 for weekly Concession Stand replenishing and $250.00 for Concession Stand Vendor purchases.

— All receipts are turned into our Treasurer and tracked accordingly. Per our DFBC Bylaws, if this proposal is approved, on the occasion where our weekly spending exceeds the above limitations, a followup vote via email to approve the difference will be required.

Motion: Sarah Young

Second: Julie Erickson

All in favor: Yes

Opposed: None

This motion passed.

August 12, 2013 Booster Club Meeting Minutes

Dobson Football Booster Club

Meeting Minutes

August 12, 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, Sarah Young, Susan Hernandez, Michelle Masters, Kim Gidley, Julie Erickson, Michelle Outie, Theresa Blancas, Coach De La Torre, David Cormier, Nicole Masson, Marissa Smith, Mark Erickson, Jerry Hernandez, Jana Leineweber, Lance Blessing, Lindsay Blessing, Dawn Masterson, Kelly Stout, Adrian Trice. Attended by Proxy: Gricelda Medina.

Call to Order:

Susan Hernandez called the meeting to order for the Dobson High School Football Booster Club at 6:32 pm, Monday, July 8, 2013.

Motion to start the meeting: Kristina Cormier

Second: Julie Erickson

All in favor: Yes

Opposed: None

Introduction of New Members:

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

Meeting Minutes and Financial Vote:

July 2013 Financials and July 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:

    • Sarah Young – status of debit/credit card mobile swipe and new account for corresponding new EIN – On hold until after 501(3)C is complete.

    • Sarah Young – status of $1,300.00+ invoice balance (half) due for endzone camera by 8/1. $932.00 balance, signed today, mailed tomorrow.

    • Sarah Young – Graduation Water Sales split payment to Football Program for Player. $1032.00 to program

    • Sarah Young – status of Coach’s request regarding a slideshow on our Website homepage. – Michelle Masters only 6 rotating, em to Rob/webmaster question.

    • Social Networking update – twitter/fb/website – pix, info from coach & booster club

    • Golf Tourney wrap-up (almost post-60 days) – A/R, A/P, Debriefing by Sarah Young and Sarah Meraz – $4380 cleared but still DQ & Dental ck sponsors. Still better than pat , next year better. this yr TRIPLE/QUAD attendance EVER!!!! Auction better. Next year be sure to look for gift cards/etc for raffle. or big tix items for silent auction EARLY.

    • Mark Erickson – status of Hohokam Foundation — SURPRISE — turned into committee, will contact recipients during Aug, multiple grants, but do not call for status. Recommends:  FOCUS ON THIS AS #1 REVENUE GENERATOR FOR FUTURE.

    • Mark Erickson – status of 501(3)C folder review and direction:

      • FOLDER W/PRESENTATION / APPLICATION TO EXEC BD – Sarah Young will scan

      • 27 mo process – conflict of interest policy adopted + APPLICATION + $850 THEN can start ACTING like 501(3)C.

      • once confirmation from 1023 form from IRS THEN bank for new acct/cks/card for NEW EIN.

      • Theresa Blancas will review and note recommendations of changes in Bylaws to be consistent with description of Executive Board versus Full Board. Discussion and vote during general meeting is required.

      • Conflict of Interest Policy discussion and vote, as required by 501(3)C application – Theresa Blancas- to prevent members that take advantage of position of power to gain monetarily otherwise contest our 501(3)C status. Presented to group. Protects group.

        • Motion Michelle Masters

        • 2nd Nicole Masson

        • none opposed – PASSED

      • Julie Erickson — Insurance quotes update for Business Owner’s Policy (aka BOP) – liability insurance.  approx $1K from couple of companies. Email to Red Mountain President Eulate, they do not have that type of insurance, mainly due to their cks and balances, transparency, don’t need it. Mark Erickson – Rd Mtn taking risk but willing to assume the risk & assume other location will pay. Mark Erickson recommending we spend the money to cover ourselves. Michelle Masters has additional info for Julie Erickson, who will follow up.

  • Coach:

    • Camp follow up, including scholarship status – scholarship 1 we need to Follow up to see if $ still needed but great that only ONE had need cuz families/communities covered.

      • letter from camp we were best they served. not one problem. so pleased want us back, wished others modeled after our kids.

      • Stokes – fb prgm pays for fam activity pass, BC sponsorship ad. Sarah Meraz Follow Up.

    • Equipment distribution follow up.

      • lots of fun

      • 16 helmets from District – lost to attrition. Varsity in best equipment. Few w/o helmets but only because new walk-ons. about 163 kids total all 3 levels.

      • 66 freshmen (10 more than last yr)

    • Important dates:

      • Blue/Silver Scrimmage 08/16/2013 – 5:15pm done by 7pm NO LIGHTS

        • Location? – RJHS – bleachers for parents.

        • Team Meal? – yes – grilling burgers/dogs – may need more burgers. Our SMALLER COKE FRIDGE BROKEN – TRASH ALL CONDIMENTS, CANDY BARS, DANISHES. DON’T KNOW RE BROKE OR BREAKER/PLUG – Coach will check w/

          • Sarah Meraz – contact Coke re replacement

          • MEET IN DAY ck w/Ray Perkins re access

        • Concessions – Susan Hernandez will ask RJHS/MALL re concessions otherwise tent. All $ is ours. + apparel

        • Paint Concession Stand tables – SATURDAY?

        • Yard Sign inventory/touchups/distribution with signatures? – THIS SATURDAY – VOLUNTEERS – paint/brushes provided.

          • 119 frosh – small football

          • 62 jv – larger football

          • 29 vars – 21 old (helmets), 8 new (mustangs – original then helmets but last 2 yrs mustangs)

          • distributed first home game last yr.

          • previous yrs BC put Varsity in their lawns as surprise. JV & Frosh pick up their signs.

          • 142 stakes now

      • Scrimmage 08/21/2013

        • Away v Horizon AT Shadow Mountain

        • Team Meal? – Fry’s chicken, sides. 2:30pm 6th period.

        • 6pm scrimmage

        • have plenty of gatorade on hand – Alex has it. for Team Meals.

        • cases of water – not sure qty. Still need to pick up August Fry’s Water Cases. 20 cases donated monthly.

        • XXX suggests Walmart Warner & Alma School – talk to manager for more water donations

      • First game status 08/30/2013

        • Home game – field & scoreboard dedication – STILL 30TH. IF FIELD DESTROYED THEY WILL FIX IT. – CONTRACTOR’S AGREEMENT W/DISTRICT OFFICE.

        • Reception – funding (Football Program, Booster Club, Athletic Dept, or combination) –

          • Sarah Meraz heading up reception.

          • Susan Hernandez asking StuCo to decorate balloons fence/stadium.

          • 1 or 2 bd members

          • mayor

          • NFL reps from NY

          • Card ownership Michael Bidwell

          • Nicole says to SM talk to FFA – they do decorations for prom/homecoming & banquet, fresh flowers/centerpieces – MORE THE MERRIER. Nicole will Follow UP w/FFA then

          • location in Tannenbaum’s room – invitation only

        • Assembly – coach – as DHS not for 1st game, all school assembly introducing fall teams

        • Julie Erickson – Powerade – will Follow Up but playing tag

      • Football Pictures Saturday, 08/17/2013

        • Black shirts w/ blue ties for SENIORS ONLY, provided by DFBC for Picture Day only – Julie Erickson picked up couple of shirts, several sizes. Need 3X

        • Senior background – background for mug shot by Lou Coupy will do BOTH senior and mug shot

        • Volunteers needed

        • Coach DLT’s request for purchase of polos with embroidered logo for Coaching Staff for Picture Day – vote required

        • coach – uniforms on Thur & Fri – boys aware.

        • 8am VARSITY PRACTICE AFTER PICTURES. Done about 10am. Varsity players will be available to help w/signs 10am.

        • PACKETS TO BE HANDED OUT BY COACH TO PLAYERS TOMORROW.

        • LOCATION? – asphalt by track for CAR

        • FUP WITH RAY RE NEED GATES OPEN SATURDAY FOR PICTURES

        • CALL LOU COUPY TO DO GET STADIUM BLEACHER BACKGROUND – Susan Hernandez will Follow Up.

        • mug shots will go to DFBC

        • Susan Hernandez asked Coach to ask SR for SR bios. DEADLINE FRI 8/16.

        • CLEATS!!! but only on once at staging area on track

  • TEAM MEALS – NICOLE MASSON

    • all pregame meals covered by varsity & jv, Saturday bkfst done, need help SERVING assignments. Freshmen tend themselves, group of parents via email, couple trying to secure meals, only couple done now, 10 parents working on it now,

    • NEED GENERAL EMAIL RE TEAM MEAL SERVERS

    • logos on all of our rosters w/sponsors, border on all, she has a list.

    • LOGOS NEEDED ALSO FOR PROGRAM ADS & ANNOUNCEMENTS.

    • Thurs grilling for Varsity to stay & support JV home games

MEDIA GUIDE

  • SPIRIT BOXES == MEDIA GUIDE == SHARE WITH BAND/CHEER/ALL FALL SPORTS $20 EACH OR $25 FOR PICTURE YOU PROVIDE – ELECTRONIC

  • NEED FALL SPORTS PIX FOR MEDIA GUIDE

  • Susan Hernandez broke down media guide to share, need team to help

  • Susan Hernandez will do band cuz band parent

  • call old company ads – continue? if not, then DROP. if so, then collect & obtain logo.

  • Sarah Meraz says Matt has ads saved at District

  • Sarah Meraz has contact that will volunteer as final eyeball cuz did it previously

  • Sarah Meraz walked thru prgm w/ explanation

  • NEXT MON  DEADLINE – HERE 6:30PM 8/19

  • to Matt at MPS mocked up & drafted ASAP

  • couple of days for printing

  • THERE IS A LETTER SPECIFIC TO PROGRAM

    • TRB WILL EMAIL TO PPL WHO HELPS – UPGRADE LETTER W/NEW EIN FOR TAX EXEMPT

    • Dave Cormier – Tom’s BBQ

    • Kelly Stout – In-n-Out

    • Adrian Trice – cover options

    • Sarah Meraz – Greater Phx

    • Michelle Masters – Old Chicago

    • Fresh & Easy – usually donate water but NOT – Kelly Stout

    • Pizza Hut – Elliot & Alma School plus Country Club &  – Michelle Masters

    • Richardson – Sarah Meraz

    • McDonald’s  – if donated ice for team meals then free ad – Sarah Meraz

    • East Valley Sports – Susan Hernandez

    • Olive Garden – JE

    • Brunswick – Susan Hernandez via Dr Perkins

    • Native NY’r – Susan Hernandez

    • National Guard (no sign until paid) 480-751-9491 – Theresa Blancas

RECEIPT = BUILD LIFTING PLATFORMS FOR COACH – vote to reimb $118.29 – JERRY HERNANDEZ

    Kristina Comiar – motion

    Coach – 2nd

    PASSED

  • Other Business:

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

    • East Valley Sports – 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  – Susan Hernandez THIS WEEK

  • Fundraisers –

    • Julie Erickson – Luv My Bling in-store fundraiser follow up. WILL BE HERE 8/30 – ANYTIME IN STORE & MENTION DHS & WILL DONATE %

    • Julie Erickson – Team posters follow up. OBTAINING MORE PRICING CUZ DISTRICT EXPENSIVE.

    • Susan Hernandez – status of Fry’s water and meal donations per Lisa Fenstermaker. – Susan Hernandez OR FAMILY MEMBER PICKS UP MONTHLY.

    • Julie Erickson – status of potential for DHS Art Club for face painting at Home Games, via Coach Wells.  – Follow Up NOW AFTER SCHOOL STARTED, WELLS WILL TALK TO STUDENTS THEN Julie Erickson. Julie Erickson WILL Follow Up THIS WEEK.

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

  • New Business:

    • Varsity Locker Room Project

      • chairs

      • mats – add 6” to width. Susan Hernandez will requote.

      • motivating for underclassmen, privilege

      • TRB – follow up with Crystal Hughes

      • Pix before & after

      • Coach – football program will help $

  • Meeting Minutes and Financials vote

    • July Meeting Minutes vote – hard copy for Member review

      • Motion: Julie Erickson

      • Second: Sarah Young

      • All in Favor: Yes

      • Opposed: None

    • July Financials vote –  hard copy for Member review

      • Motion: Marissa Smith

      • Second: Michelle Masters

      • All in Favor: Yes

      • Opposed: None

  • Motion to close the meeting

    • Motion: Sarah Young

    • Second: Adrian Trice

    • All in Favor: Yes

    • Opposed: None

    • MEETING CLOSED 8:31PM.

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

    May 6 2013 Booster Club Meeting Minutes

    Dobson Football Booster Club

    Meeting Minutes

    May 6, 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:

    Susan Hernandez, Marissa Smith, Theresa Blancas, Julie Erickson, Kristina Cormier, Sarah Meraz, Sarah Young, Michelle Masters, David Cormier, Gricelda Medina, Lisa Fenstermaker, Jodi Kelly, Michelle Outie, Coach George De La Torre. Attended by Proxy: Susan Ortiz, Lisa Hancock, Jana Leineweber.

    Call to Order:

    Susan Hernandez called the meeting to order for the Dobson High School Football Booster Club at 6:21 pm, Monday, May 6, 2013.

    Motion to start the meeting: Julie Erickson

    Second: Sarah Young

    All in favor: Yes

    Opposed: None

    Introduction of New Members:

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

    Meeting Minutes and Financial Vote:

    February 2013 Financials vote —

    Voting was completed via email and was approved on 03/14/2013.

    Motion: Susan Hernandez

    2nd: Sarah Young

    All in favor: Yes

    Opposed: None

    February 2013 Minutes vote —

    Voting was completed via email and both were approved on 03/14/2013.

    Motion: Susan Hernandez

    2nd: Sarah Young

    All in favor: Yes

    Opposed: None

    March Financials and March Minutes plus April Financials (no April Minutes since the meeting was cancelled) were passed around the room prior to voting during this meeting.

    March 2013 Financials vote —

    Motion: Julie Erickson

    2nd: Sarah Young

    All in favor: Yes

    Opposed: None

    March 2013 Minutes vote —

    Motion: Sarah Young

    2nd: Marissa Smith

    All in favor: Yes

    Opposed: None

    April 2013 Financials vote —

    Motion: Michelle Masters

    2nd: Julie Erickson

    All in favor: Yes

    Opposed: None

    April Meeting Minutes – no vote necessary because meeting was cancelled.

    Business Agenda:

    A. Sarah Young – reported status of payment for approved AzFCA Yearly Membership that was due by 04/01/2013 as paid and cashed. Coach recommends parents not spend money on recruiting because AzFCA does it for free. Further research for details will be shared.

    B. Sarah Young – reported status of research regarding debit/credit card mobile swipe as in process. Susan Hernandez said she has an application on her cell phone but now needs the cube (the physical attachment in order to swipe debit/credit cards). Sarah reported that we need to be PCI certified and is is expensive. After many calls and emails she received no responses. Sarah Y said her employer has to pay $5,000.00 to be PCI certified. She is still researching but discovered Bank of America, Freedom Merchant, and Square all have varied percentages, monthly charges, and transaction fees. This item was tabled until Sarah Y can complete further research.

    C. Theresa Blancas for Mark Erickson – status of 501(3)C folder review and direction. Theresa read the following email from Mark Erickson:

    • I am out of town until next week but I wanted to report back to the club that I have reviewed the booklet that was given to me about the process of gaining “non-profit” status in the eyes of the IRS by becoming a 501(c)(3) organization.

    • I am now in a position after a busy tax season to prepare and file the IRS paperwork for the Booster Club to gain this important “non profit” “tax exempt” status so as to attract private individual donations that can be deducted on their individual income tax returns.

    • This should attract many more thousands of dollars worth of donations from the private individual sector of Dobson Community and beyond. I am sure we all have families and friends who would donate more money to our organization if an additional incentive could be a “tax write off” as an itemized deduction on their personal tax return.

    • The cost for filing fees with the IRS is $ 850 for Form 1023 to have the IRS approve our organization for this non-profit tax exempt status.

    • My normal fee for my time at REM Financial Group, LLC (my financial services business) filing all of the paperwork necessary is normally $2,500 as it involves over 55 hours of preparation of forms, gathering of information, putting an advisory board, creating & composing a mission statement, composing and adopting of bylaws, guidelines, and non-compete clauses as well as outlining of duties and responsibilities of each of three committees, and delegation of authority with each position as required by the IRS per their guidelines towards becoming a 501(c)(3) organization.

    • I would be willing to discount my services from $ 2,500 down to $ 500 for the services required of my office, and myself to accomplish this task because of the affiliation that I already have with the Dobson Football Booster Club.

    • So, in summary, the cost for the Dobson Football Booster Club would be $850 to the IRS and $500 to REM Financial Group, LLC to accomplish what all of us feel is the next necessary step required towards gaining a huge advantage in acquiring the additional funding resources that are now available to other non-profit organizations.

    • Thank you,

    Mark Erickson

    REM Financial Group LLC

    After discussion it was decided to motion and vote on payment of $1,350.00 to Mark Erickson and REM Financial Group LLC to proceed with DFBC’s 501(3)C application and submission for non-profit status.

    Motion: Sarah Young

    2nd: Coach George De La Torre

    All in favor: Yes

    Opposed: None

    D. Status of financial audit contacts for DFBC 2012 Financials pro bono: Sarah Meraz and Mark Erickson — tabled until July.

    E. Theresa Blancas — Motion: $275.00 for Coach’s request for popsicles for JV/Varsity after Spring Football everyday (11 days). Vote via email on 04/30/2013. Motion passed and popsicles were purchased and handed out after practices.

    Motion: Sarah Young

    2nd: Sarah Meraz

    All in favor: Yes

    Opposed: None

    Coach:

    A. Follow-up regarding old invoices —

    1) Universal Apparel from 2011-2012 Football Season of $800.00+, previously approved. Sarah Young confirmed that it has not yet been paid. Per Susan Hernandez, pay now;

    2) Endzone camera invoice of approximately $1,300.00, previously approved. Sarah Young confirmed that it has not yet been paid. Per Susan Hernandez, pay now.

    B. We have a total of 19 coaches and Coach would like to purchase one (1) game shirt for each coach to start the Football Season. He would like the black shirts with blue panel, $30.00 maximum including embroidery. Coach will pay for it.

    C. Graduation —

    Susan Hernandez reports that the applications for approval of both Breakfast Burritos and Coffee Sales during Graduation Rehearsal and Water Sales during Graduation Ceremony. Only Water Sales have been approved but Donna Koch said we should know by the end of this week about the Breakfast Burritos and Coffee. The funds will be split, half to DFBC and half to the Football Players that worked the Graduation. Coach says it records as Gifts and Grants then goes into the Player’s account. Only twelve (12) Players will be chosen. Coach will obtain a list of responsible Players who also still need Camp funds and twelve (12) will be chosen from that list.

    D. Football Parent Showcase —

    Coach is hoping for 600 Parents for this event on Thursday, May 16 and would like Concessions to be sold.

    Coach would like to have a quick Parent meeting after the scrimmage, at approximately 8pm.

    No Freshmen can participate per District rules as they are not “our kids” yet.

    This event will include introduction of Coaches, explanation of positions, 7-on-7, and the Parent meeting.

    Promote the Golf Tournament as much as possible.

    Susan Hernandez confirmed to Coach that DFBC will have Concessions that night, including hamburgers and hot dogs.

    Coach would like all the coaches to grill burgers and dogs for the Players only before the Showcase ie Pre-Game Meal. He would like to include chips, condiments, water, and Gatorade and is hoping for donations for the meal.

    Theresa Blancas will send an email for donations for this Pre-Game Meal. Any extra donations will be used in the Concession Stand.

    Other Business:

    A. Julie Erickson – Luv My Bling is tentative for our Showcase on 05/16/2013 but Julie will follow-up and notify us as soon as she knows definitively. They have confirmed they will be at our first home game of the Season, on 08/30/2013. They also suggested and provided a sample of  “Spirit Sleeves.” These were passed around and discussed but a decision was tabled until July.

    B. Susan Hernandez – Lawn Signs — We are ready to start picking up Lawn Signs from yards because we are missing so many. Only graduating Seniors are allowed to keep their Lawn Signs, which are Mustangs. We will set a date for inventory then plan for making additional signs. If we have to make many new signs then we may charge $25.00 per sign. Coach reports that he will keep 40-45 Players on his Varsity roster for 2013-2014.

    C. Coach asked about putting a slideshow on the homepage of our Website. Sarah Young  said she looked at the example he had forwarded to us and the closest we can get to it would be setting it up at the bottom of our homepage. She and Michelle Masters will research.

    D. Susan Hernandez – reported there will be an Executive Board meeting that will include Coach to decide what we will offer via East Valley Sports Website then will finalize the contract. We will sell-off the old inventory first then, hopefully, sell the new apparel at the first home game.

    E. Julie Erickson – reported Coach Casillas and family received their gift of an Edible Bouquet from our Dobson Football Family, which was voted on via email (no more than $100.00) and approved on 03/05/2013.

    Motion: Susan Hernandez

    2nd: Marissa Smith

    All in favor: Yes

    Opposed: None

    Coach said that Coach Casillas has still not yet made it to practices due to his son’s illness, although he understands that he is now on the mend.

    F. Michelle Masters – reports the revision of DFBC By-laws regarding Executive Board on our Website is complete.

    Fundraisers:

    A. Golf Tournament – Sarah Meraz update –

    1. One of the latest donations was an autographed football, signed by the Arizona Cardinals Kicker, Jay Feely.

    2. David Cormier has a possible caterer for the event via donation. He will follow-up with Sarah Meraz when he has confirmation.

    3. Sarah Meraz and Sarah Young confirm the Golf Tournament deposit of $250 has been paid to Kokopelli. A check for the balance is due the day of the event, June 8, 2013.

    4. Lots of opportunities to help with this event: welcoming, prep (setup), lunch, servers, teardown. Event is Saturday, June 8, 2013 and help is needed from 5am-2pm.

    5. Sponsors are still needed and it is not too late to be a sponsor. There are a variety of Sponsorship packets from which to choose.

    6. Registration Fee includes continental breakfast, lunch, photo, and gift bag. It is a great deal compared to other tournaments.

    7. #75 registered golfers would be ideal for our Football Program.

    8. Deadline for payment 06/01/2013 = HARD CUTOFF. PAYMENT DUE UPON RECEIPT OF FORM.

    9. Next meeting is Monday, May 13th at 6:30 at Sarah Meraz’s house. Theresa Blancas will send a notification email to our general Contact List.

    10. Need golfers, sponsors, and donations.

    11. Be sure to share the Registration Form with your personal Contact Lists.

    12. Boys cannot help – rules they get X$ vs Program so easier that none help.

    13. Boys can play, even as foursome, as long as THEIR PARENT IS ALSO PLAYING/ON SITE, because alcohol will be available and present.

    Coach reported that the AIA pulled ALL 10th games. For Dobson that means one less home game because they are pulling our home game vs Desert Mountain. Coach is working with Horizon HS in order to get more playing time for the boys. August 21, 2013 is possible. This was an AIA decision and all Schools are affected.

    B. Sarah Young — Fall Carnival — No information yet regarding Carnival AYSO dates in Fall.

    Committees:

    Team Meals —

    A. Susan Hernandez introduced a new DFBC Member, Lisa Fenstermaker. She is a Freshmen Mom and her son is Duncan. Lisa has a Fry’s Grocery Store contact. Lisa has arranged for a Fry’s to donate ten (10) cases of water a month, for six (6) months, plus one (1) Team Meal. She is looking into getting them as a Corporate Sponsor. Currently Lisa said there are two (2) other Fry’s Grocery Stores that may possibly match the first’s store’s donation.

    It was explained to Lisa that we generally serve three (3) meals per week and she will try to get all three (3) of these grocery stores to donate three (3) meals each.

    B. Theresa Blancas for Nicole Masson – Team Meals Coordinator – update via Nicole’s email because she is at work:

    • I have contacted about 25 restaurants, both those that we have used before and new ones. Many requested that I contact their corporate offices, which I have done.

    • Several have agreed to help but we haven’t talked schedules yet. I am waiting to get the “official” game schedule from coach.

    • I will be emailing parents to ask if they know a business that might want to sponsor a meal. First, I am working on figuring out how much it will cost to feed each team with sub sandwiches, etc, for anyone that may want to pay for a meal. Need to find out how many players to expect on JV and Varsity. Once I have estimated meal cost, I will also ask FB Alumni if they will donate a meal.

    • New this year, we will put a “Thank You” to our meal providers on the back of the paper team roster we make up for the home games, in addition to an announcement during the game. Many restaurants are asking how we will get their name out if they help us.

    • Who was our contact last season for Saturday breakfasts?

    Coach says he anticipates approximately sixty (60) Players on JV and forty-five (45) Players on Varsity.

    Sarah Meraz reports that the Chick-Fil-A at Riverview was our Saturday breakfast vendor. Speak with the Manager. Sarah Meraz said that it is the only one we can approach because it is the one in our region, per their company.

    Fundraisers: (continued)

    C. Car Wash —

    Susan Hernandez has contact the following businesses at the following locations and verified that they all have all three (3) Car Wash dates available:

    1. Guadalupe & Country Club

    2. Guadalupe & Alma School

    3. Guadalupe & Dobson

    She is waiting to hear from Student Council whether we will be approved for those dates because other groups have also applied.

    D. Freshmen Parents present asked Coach about their fundraising options. Coach informed them that he can share the form for lists of addresses for fundraising letters and the letter, he can come to the auditorium to help them but they have to pay for the sending and the return of the letters. The District can not pay for it.

    E. Coach says Lift-a-Thon currently active. Forms available on Website and from Coach.

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

    New Business:

    A. Popsicle Team —

    Kristina Cormier is leading the Popsicle Team. Booster Club Members are encouraged to come and help pass out Popsicles after Spring Football practice, about 5:45pm.

    B. Susan Hernandez reports that we are awaiting approval to sell Popsicles at the Showcase

    C. Susan Hernandez will pass out Popsicles to the Freshmen Team after Spring Football practice this Thursday only, at 5:45pm. Other Freshmen Parents are encouraged to help.

    D. Team Shorts will be sold this week only at 5:45pm at Rhodes. Susan Hernandez will lead and has other Members that will help.

    E. Potential fundraising opportunities —

    1. Kristina Cormier reported on an item called Game Face and showed examples provided by the company. They are only sold by the gross, which is 312 units, at $4 per unit. They recommend they be sold $6 per unit. After discussion it was decided Kristina would contact the company and ask to whether they would sell them to us at $2 per unit and what would be the least number they would sell (vs a gross), then we can sell them for $4 each.

    2. Kristina Cormier said she would contact the Farmer’s Market face painters to see what they charge.

    3. Julie Erickson said she would contact the DHS Art Club to see what they might be able to do regarding face painting at Home Games. It was suggested that she contact Coach Wells, who works there.

    F. Coach reports Cookie Dough sales will begin after school ends, on Tuesday, 05/28/2013.

    G. Coach reports Summer Weightlifting begins on Tuesday, 05/28/2013 for all Teams. JV and Varsity lift from 6am-8am, Freshmen lift from 8am-10am.

    H. Julie Erickson is working on posters for the Team. They will include the School Fight Song, Motto, and Pre-Game Prayer. After discussion it was decided to vote on providing $150.00 for Team posters.

    Motion: Michelle Masters

    2nd: Kristina Cormier

    All in favor: Yes

    Opposed: None

    I. Coach talked about the Summer 7-on-7 Passing League schedule. Freshmen have five (5) games, JV has eight (8) games, Varsity has seven (7) games. JV and Varsity both travel and buses will be paid for by the Football Program. Coach would like the Booster Club to pay for a meal for JV and Varsity and Coaches, like they did last year, after the Shadow Mountain away game on June 20, 2013. There is a Cici’s Pizza, which is all you can eat buffet, near Shadow Mountain HS. The amount was estimated at $250.00 for the post-game meal.

    Motion: Sarah Young

    2nd: Kristina Cormier

    All in favor: Yes

    Opposed: None

    Actions Items/Calendar:

    1. Sarah Young – status of $800.00+ invoice from Universal Apparel from 2011-2012 Football Season.

    2. Sarah Young – status of $1,300.00+ invoice from endzone camera.

    3. Sarah Young – status of research regarding debit/credit card mobile swipe as in process.

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

    5. Status of financial audit contacts for DFBC 2012 Financials pro bono: Sarah Meraz and Mark Erickson. Tabled until July 2013 meeting.

    6. Susan Hernandez – status of Graduation morning rehearsal burrito sales.

    7. Julie Erickson – Luv My Bling suggested and provided a sample of  “Spirit Sleeves.” Tabled until July 2013 meeting.

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

    9. 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.

    10. Rewards Program presentation – Tabled until July 2013 meeting.

    11. Sarah Meraz next Golf Tournament meeting is Monday May 13 at 6:30 at Sarah Meraz’s house.

    12. Sarah Young — Fall Carnival – update regarding Carnival AYSO dates in Fall.

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

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

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

    16. Coach says 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.

    17. Kristina Cormier – Game Face status.

    18. Kristina Cormier – status of potential for Farmer’s Market face painters at Home Games.

    19. Julie Erickson – status of potential for DHS Art Club for face painting at Home Games.

    20. Julie Erickson  – status of Team posters.

    Next Meeting:

    June 3, 2013 at 6:30 pm at DHS Football Coach’s Office.

    Close of Meeting Vote:

    Motioned: Sarah Young

    Seconded: Marissa Smith

    All in favor: Yes

    Opposed: None

    Close of Meeting: 8:24 pm

    ~~~~~~~~~~~~~~~~~~~~~~~~~~//

    Addendum to Minutes:

    We voted via email to approve $300.00 to replenish our Concession Stand for the Football Parent Showcase. Any leftovers would be sold at future Football and Booster Club events.

    Motion: Julie Erickson

    2nd: Sarah Young

    All in favor: Yes

    Opposed: None

    Motion passed on 05/16/2013

    Submitted by:

    Theresa R. Blancas

    DFBC Secretary

    05/22/2013

    May 6, 2013 Executive Board Meeting Minutes

    Dobson Football Booster Club

    Executive Board Meeting Minutes

    May 6, 2013

    Meeting Location: DHS 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

    Meeting Attendees:

    Susan Hernandez, Sarah Young, Julie Erickson, Kristina Cormier, Theresa Blancas, Sarah Meraz.

    Call to Order:

    Meeting was not called to order as Coach had another meeting in his office. We waited but the meeting did not end in a timely fashion so our DFBC Executive Board Meeting was cancelled for today.

    Next Executive Board Meeting:

    June 3, 2013 at 6:00 pm at DHS Coach’s Office.

    Special Executive Meeting July 27, 2013

    Dobson Football Booster Club

    Executive Board Meeting Minutes

    SPECIAL

    July 27, 2013

     

    Meeting Location: Julie and Mark Erickson’s home

     

    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

     

    Meeting Attendees:

    Susan Hernandez, Sarah Young, Julie Erickson, Kristina Cormier, Theresa Blancas, and Mark Erickson (CPA completing our 501(3)C application).

     

    Call to Order:

    Susan Hernandez called this special meeting to order regarding our application for 501(3)C for the Dobson High School Football Booster Club Executive Board at 1:45pm on Saturday, July 27, 2013.

    Motion to start the meeting: Kristina Cormier

    Seconded: Sarah Young

    All in favor: Yes

    Opposed: None

     

    Meeting Minutes:

    – Mark Erickson lead the meeting, opening with discussion regarding adopting an appropriate Conflict of Interest Policy, which is recommended for our application for 501(3)C. Per DFBC Bylaws the Policy must be voted upon by the general membership. Our goal of completion and vote is Monday, August 5, 2013, in order to have the vote as an Agenda item and vote during our next general meeting, which is Monday, August 5, 2013.

     

    Mark Erickson provided a Conflict of Interest Policy sample for adoption. We reviewed, discussed, and decided on each Article point. Theresa Blancas will compile and type the final Conflict of Interest document, according to our discussion, and email it to Mark Erickson, per his request.  The following are our decisions in comparison to the sample provided:

     

    Article I – accepted in its entirety, substituting DFBC.

    Article II – accepted in its entirety.

    Article III – accepted in its entirety.

    Article IV – accepted in its entirety.

    Article V – does not apply – drop from our final Policy.

    Article VI – accepted in its entirety.

    Article VII – accepted in its entirety.

    Article VIII – accepted in its entirety, with italic emphasis on “but need not.”

     

    – Mark Erickson requested a good hard copy of DFBC Bylaws. Theresa Blancas will print and provide at the conclusion of this meeting.

    – Mark Erickson then lead discussion regarding Insurance for DFBC. He recommends 2-3 quotes for BOP – Business Owner’s Policy. As an example he said Auto Owner’s Insurance provides a $1 million BOP for approximately $54.00 monthly.

     

    Susan Hernandez is familiar with an insurance company from her work as PTA President and will obtain a quote.

     

    Julie Erickson will lead this project and will also obtain at least one (1) other BOP quote. All quotes will be compiled and presented for discussion and vote within the next 60-90 days, per Mark Erickson’s recommendation.

     

    – Mark Erickson then lead discussion regarding documents he provided the Full DFBC Board for completion regarding individual roles and responsibilities. He said this exercise was mostly self-serving, in order for us to see how much work we actually do. Mark recommends this exercise be completed yearly, plus the information may be used to adjust descriptions in our Bylaws and help to regularly document roles and responsibilities, especially miscellaneous projects, in order to ensure better consistency. Theresa Blancas will collect completed document from Sarah Meraz, as hers was the only roles and responsibility forms missing.

     

    – Mark Erickson then discussed the document packet titled “Past, Present, & Planned Activities.” Each Board Member had the opportunity to complete a packet, listing activities. Mark asked Theresa to consolidate the information into one paragraph and email it to him, with the Conflict of Interest Policy.

     

    – Mark Erickson informed us that he was waiting on Coach De La Torre’s Wish List Budget to include with the application. He requested assistance from Theresa Blancas in obtaining the information in a timely manner from Coach DLT.

     

    – Mark Erickson suggested that our Executive Board meetings be spaced further away from our General Meeting times, whether another day or earlier, in order to avoid interruption. Discussion concluded in the decision to have Theresa Blancas send an email to Executive Board Members to see who is able to regularly attend Executive Board meetings at 5:30pm-6:15pm, with a possible location change. Potential locations included Native New Yorker. If there is a location change we would have to end promptly in order to arrive to the General meeting on time, at 6:30pm. The meeting time change would begin for our next meeting, Monday, August 5, 2013.

    Next Executive Board Meeting:

    August 5, 2013 at 6:00 pm at DHS Coach’s Office.

    Action Items/Calendar:

    1. Theresa Blancas will review and note recommendations of changes in Bylaws. Discussion and vote during general meeting is required.

    2. Agenda item for Monday, August 5, 2013 general meeting – vote to adopt changes in Bylaws to be consistent with description of Executive Board versus Full Board.

    3. Theresa Blancas will compile and type the final Conflict of Interest document and email it to Mark Erickson prior to Monday, August 5, 2013.

    4. Agenda item for Monday, August 5, 2013 general meeting – vote to adopt Conflict of Interest Policy as compiled on July 27, 2013.

    5. Julie Erickson obtain 2-3 Insurance quotes for Business Owner’s Policy (aka BOP), including one from a company that Susan Hernandez has previously used. Quotes will be presented for discussion and vote within the next 60-90 day

    6. Theresa Blancas to collect roles and responsibilities document from Sarah Meraz.

    7. Theresa Blancas to consolidate the Activities information into one paragraph and email it to Mark Erickson, with the Conflict of Interest Policy.

    8. Theresa Blancas follow up with Coach De La Torre re Wish List Budget to be included with application.

    9. Theresa Blancas will send an email to Executive Board Members regarding potentially changing our Executive Board meeting times to 5:30pm-6:15pm, with a possible location change. The meeting time change would begin for our next meeting, Monday, August 5, 2013.

     

    Close of Meeting Vote:

    Motioned: Susan Hernandez

    Seconded: Julie Erickson

    All in favor: Yes

    Opposed: None

    Close of Meeting: 2:45pm

    Meeting Minutes December 10, 2012

    Dobson Football Booster Club

    Meeting Minutes

    December 10, 2012

    Meeting Location: Native New Yorker (Guadalupe/Dobson)

    President: No active President                                Vice President: Sarah Meraz

    Treasurer: Angel Elam                                             Secretary: Tasha Campa

    Meeting attendees:

    Sarah Meraz, Angel Elam, Tasha Campa, Patty Padia, Lucy Martinez, Julie Erickson, Sarah Young, Susan Hernandez, Karen Halley, Theresa Blancas, Susan Ortiz, Teri Smithers and Kristina Cormier.

    Sarah Meraz called meeting to order for the Dobson High School Football Booster Club at 6:33 pm December 10, 2012.  Patty Padia motioned to start the meeting; Sarah Young seconded the motion, all in favor. No one opposed.

     

    Sarah started the meeting by passing out agenda. The purpose of today’s meeting is to discuss these items and make decisions on how to move forward. Thank you to all of you through all of the challenges and successes.

    Meeting Minutes & Financials:

    Key Financial Highlights:

    • All financials have been backed up on a disk for Sarah Young.
    • New board and current board members need to meet up at Bank of America to close out current account and transfer all money into a new account. The date and time is
    • Financials are complete for new board to conduct an audit of financials.
    • Ending Balance as of November 30th : $9,945.63
    • Amount of Deposits/Credits: $7,270.78
    • Amounts of Withdrawals/Debits: $7,940.07
    • Agape and 2 deposits were cleared after December 1st
    • Lights and Security bills have not been received from the Carnival. Susan will need to verify the security bill for each security member.
    • Sarah will print and post the final report from Quicken.
    • $80 was deposited from the Spirit Cup order and should have been $120.
    • We are not replacing the National Guard’s poster because they have not paid for their donation.
    • Sarah’s company has paid for their donation and a check and form has been submitted to Kim Kastilahn. Sarah will need to be verified.
    • Get the account reassigned to new group. Date: Friday, 12/15/12 @ 5:30pm at the Dobson/Baseline Rd Branch. Sarah will call BofA to verify what is needed to remove Kim Kastilahn from the account and will communicate with the group.

     

     

    Reimburse Susan Ortiz for Carnival expenses (cups and hot chocolate about $65) Vote:

    Motioned: Sarah Meraz

    Seconded: Lucy Martinez

    All in favor to approve reimbursing Susan Ortiz: Yes

     

    November Meeting Minutes Vote:

    Motioned: Lucy Martinez

    Seconded: Julie Erickson

    All in favor to approve November Meeting Minutes: Yes

     

     

    November Financials Vote:

    Motioned: Patty Padia

    Seconded: Sarah Young

    All in favor to approve November Meeting Minutes: Yes

     

     

    New Attendees & voting members:

    No new members.

    Parent Feedback:

    none

    Gmail/Website/Facebook:

    Website is running well. Thanks Sarah for all your hard work! Facebook looks great as well. We need to continue to get parents exposed to both to help assist with communication over the next season. Gmail is ready to go and Sarah will be uploading Google Docs so that next year’s Board can edit and access all docs immediately. Tasha provided the Board with a copy of the documents from last year and Sarah has given the board the disc with all of the original documents for the board to reference from.

    Saying Goodbye to old Board Members and Welcoming the 2013 Board Members:

    Thank you to all of the many parents that have been supportive of The Dobson Football Booster Club and its board. It has been a long year and we have accomplished many things and new adventures amongst the many challenges and changes. We wish the new board a lot of luck and the best wish for a successful season in 2013.

    At the closing of this meeting, the current board members will be stepping down from their positions and the below members will be voted in as the new 2013 DFBC Board.

     2013 Board Members

    1) President: Susan Hernandez

    2) 1st vice President- (Special Events): Julie Erickson

    3) 2nd Vice President- (Fundraising): Kristina Cormier

    4) Secretary: Theresa Blancas

    5) Treasurer: Sarah young

     Optional Officers Positions:

    1) Two (2) Senior Class Representatives:  (will need to place on agenda for future meeting)

    2) Two (2) Junior Class Representatives: (will need to place on agenda for future meeting)

    3) Two (2) Sophomore Class Representatives: (will need to place on agenda for future meeting)

    4) Two (2) Freshman Class Representatives: (will need to place on agenda for future meeting)

    5) Membership Chair: Marissa Smith

    6) Two (2) Members-at-Large: Sarah Young & Michelle Masters

    Close out the old Board Members and “Officially” 2013 Executive Board to take office January 1, 2013 Vote:

    Motioned: Tasha Campa

    Seconded: Angel Elam

    All in favor to approve 2013 Board Members as the “official” Board Members at the close of this meeting: Yes

    No one opposed

     

    *Effective January 1, 2013, the above individuals will take over as the 2013 Executive Board for Dobson Football Booster Club. Congratulations and best wishes for the future Booster members.

    December 10th Meeting Agenda

    Meeting Agenda

    December 10, 2012 at 6:30 p.m.

    Native New Yorker

    • Motion to start the meeting.
    • November Meeting Minutes & Financials approved
      • Set date/time for closing the existing bank account and opening new bank account
      • Go line by line for Financials
      • New board members to establish audit
      • November Meeting Minutes
      • Business Agenda:
        • Any Parent Feedback?
        • Sarah Young- Share Facebook and Website updates

    2)       “Officially” close out 2012-2013 board and vote in 2013-2014 Board.

    3)      Celebrate holidays and mingle.

    4)      Set the next meetings date/time with the new Board taking over.

    5)      Close the Meeting.

     

    November Meeting Minutes

    Dobson Football Booster Club

    Meeting Minutes

    November 5, 2012

    Meeting Location: Native New Yorker (Guadalupe/Dobson)

    President: No active President                                Vice President: Sarah Meraz

    Treasurer: Angel Elam                                             Secretary: Tasha Campa

    Meeting attendees:

    Sarah Meraz, Angel Elam, Tasha Campa, Patty Padia, Marissa Smith, Lucy Martinez, Julie Erickson, Sarah Young, Susan Hernandez, Karen Halley, Michelle Masters, Theresa Blancas, Susan Ortiz, Jana Leineweber (by proxy- she sent an email) and Kristina Cormier

    Sarah Meraz called meeting to order for the Dobson High School Football Booster Club at 6:33 pm November 5, 2012.  Patty Padia motioned to start the meeting; Sarah Young seconded the motion, all in favor. No one opposed.

     

    Sarah started the meeting by passing out agenda. The purpose of today’s meeting is to discuss these items and make decisions on how to move forward.

    Meeting Minutes & Financials:

    Key Financial Highlights:

    • Ending Balance as of October 31st : $10,244.05
    • Amount of Deposits/Credits: $6,770.92
    • Amounts of Withdrawals/Debits: $4,666.81
    • 3 checks not cashed yet: Agape for $325 & 2 in the amounts of $39.60 & $6.27

     

    October Financials Vote:

    Motioned: Lucy Martinez

    Seconded: Marissa Smith

    All in favor to approve October Meeting Minutes: Yes

     

    October Meeting Minutes Vote:

    Motioned: Sarah Meraz

    Seconded: Patty Padia

    All in favor to approve October Meeting Minutes: Yes

     

    October Financials Vote through email approved.

    New Attendees & voting members:

    No new members.

    Gmail/Website/Facebook:

    Website is running well. Thanks Sarah for all your hard work! Facebook looks great as well. We need to continue to get parents exposed to both to help assist with communication over the next season. Gmail is ready to go and Sarah will be uploading Google Docs so that next year’s Board can edit and access all docs immediately. She plans to set up Board emails so that anyone can email any member of the board and not just Secretary. Will be tied to the Booster email account. She will have this ready for vote in next meeting.

    Banquet Updates:

    Every year, there is a fall sports banquet sponsored by Dobson Athletic Dept. We assist Donna Koch in any way that she needs help. Here is the following information from her:

    Thursday, November 8th

    Mesa Hilton Hotel

    US 60 & Alma School

    doors open at 6pm,

    banquet begins at 630pm

    Cost is $18.00 per person

    Tickets will be available in the bookstore the week of October 1st.

    Flyers have been given to the coaches and will be reminded at the coaches meeting week of October 1st.

    It is announced in the Mustang Messenger and also on the morning announcements.

    Will get on the Marquee next week when tickets are available.

     

    I have my usual table decorations, and program… don’t know if the boosters wanted anything else, I have 4 of us so far to do the set up… So if 2-3 of you would like to help with any other items, that would be great… just let me know.  I will need help collecting tickets at the doors also….

     

    Gifts for Seniors & Coaches will be given on this night. We have signed all of the cards for the Coaches tonight. Thank you to Teri Smithers for preparing this for us.

    Parent Volunteers:

    • Sarah Meraz, Tasha Campa, Patty Padia, Susan Hernandez, Sarah Young, Kristina Cormier, Michelle Masters, and Teri Smithers.

    Senior Night:

    Every year, the last game of the season Dobson recognizes the seniors and their parents. We assist Donna Koch in any way that she needs help. Thank you to Julie Erickson, Theresa Blancas, Teri Smithers, Angel Elam, Sarah Young, Marissa Smith, Kristine Steinmetz and the rest of the moms that helped make this night special for the senior moms (and dads).

    Carnival Committee:

    Thank you to all the parents that helped make this successful. Thank you to Susan Hernandez and Angel Elam for all their hard work in the logistical areas of making all of this possible.

     

    Financials will be calculated for December Meeting. Michelle (from Midway West Amusement) came to discuss some updates from the Carnival Sales. Overall we did well for a first time. She would like to discuss some options with us to plan for an additional Carnival. The new group will need to decide on whether they plan to do this this coming spring or maintain it for a fall date. We will invite Michelle back to help brainstorm on how to plan. Overall, the community really loved having the Carnival and this was a great team building experience for those that participated. Thank you to all that assisted us.

    Highlight Film/Night:

    Tuesday, November 13th from 6-9pm

    • Parent helpers: Set up @ 5:30PM
      • JV: 6-7pm
      • Freshman: 7-8pm
      • Varsity: 8-9pm

     

    Any photos to make a pre-highlight night slide show:  @ dobsonfootballboosterclub@yahoo.com

     

    Cakes from Dairy Queen-

    • Patty Padia secured 6-8 cakes. Please let DQ know the date.
    • Need silverware, cups, napkins, plates, Thank you to Susan Ortiz for donating K-cup coffee and hot chocolate and cups and stirrers.

     

    Forms for Highlight Tapes to order

    • Form sent in reminder email and will have some forms at the table.

     

    2013 Nominations/Elections:

    The Dobson Football Booster Club is currently accepting applications/nominations for various positions within the booster club. The following positions are required to fill for the 2013-2014 year, however, there are additional positions that are optional and can be filled throughout the year based on interest.

    All members that were interested in a position for the 2013 Board have submitted their Election Form for all to view and vote accordingly.

     Required Executive Board Positions: Nominations below

    1) President: Susan Hernandez

    2) 1st vice President- (Special Events): Julie Erickson

    3) 2nd Vice President- (Fundraising): Kristina Cormier

    4) Secretary: Theresa Blancas

    5) Treasurer: Sarah young

     Optional Officers Positions:

    1) Two (2) Senior Class Representatives:  (will need to place on agenda for future meeting)

    2) Two (2) Junior Class Representatives: (will need to place on agenda for future meeting)

    3) Two (2) Sophomore Class Representatives: (will need to place on agenda for future meeting)

    4) Two (2) Freshman Class Representatives: (will need to place on agenda for future meeting)

    5) Membership Chair: Marissa Smith

    6) Two (2) Members-at-Large: Sarah Young & Michelle Masters

    2013 Executive Board to take office January 1, 2013 Vote:

    Motioned: Angel Elam

    Seconded: Tasha Campa

    All in favor to approve October Meeting Minutes: Yes

    No one opposed

     

    *Effective January 1, 2013, the above individuals will take over as the 2013 Executive Board for Dobson Football Booster Club. Congratulations and best wishes for the future Booster members.

     

    Additional Business Items:

    • Ask Sarah Meraz’s friend to help in audit of financials to close the 2012 year and set up the new account.
    • Coach’s Requests:
      • Highlight/slide show for Banquet: We will try to do this. Theresa will try and get something together the best of her abilities.
      • Any special awards that the Booster Club would like to give out? At this time, we do not have anything.
    • We would like to help out a family from Dobson for the holidays. This is not an “official” booster event and we did not vote or use booster account to fund. Thank you to all of the parents that were excited to participate. Angel will be collecting money and come up with a plan to deliver.
    • We need to sell out all concession items and clean out concessions. Sarah will be moving the trailer back to the other side on Friday and on Wednesday, Tasha will be itemizing the remainder of the items and getting the concession cleaning started. Please let all clubs know if they are interested in purchasing these items to show up on Wednesday, November 7th @ 5 pm.
    • We are missing 1 set of film for Alexis Zuniga. Tasha has agreed to sell her copy back to boosters to be able to give to him. Angel is currently researching further to see if we have money deposited for him. We have an order form from his mother that he did request and pay cash.

    Proposal to reimburse Tasha for her purchased film to give to Alexis Zuniga Vote:

    Motioned: Susan Hernandez

    Seconded: Sarah Young

    All in favor to reimburse Tasha and give her copy of film to Alexis Zuniga: Yes

    No one opposed

    Next Meeting:

    • December 10th @ 6:30 pm at Native New Yorker
    • Patty will secure the location.

     

    Action Items/Calendar:

    • December Meeting: Finalize all financials, mostly Carnival, and “officially” close out 2012-2013 board and vote in 2013-2014 Board. Celebrate holidays and mingle.

     

    Close of Meeting Vote:

    Motioned: Sarah Meraz

    Seconded: Karen Halley

    All in favor to continue to close the meeting: Yes

    No opposed

     

    Close of Meeting: 8:17 pm.

     

     

    Carnival Meeting Minutes

    Dobson Football Booster Club

    Meeting Minutes-Carnival Committee

    October 29, 2012

     

    Meeting Location: Native New Yorker (Guadalupe/Dobson)

     

    President: No active President                                Vice President: Sarah Meraz

     

    Treasurer: Angel Elam                                             Secretary: Tasha Campa

     

    Meeting attendees:

    Sarah Meraz, Tasha Campa, Julie Erickson, Susan Hernandez, Theresa Blancas, Sarah Young, Susan Ortiz, Lucy Martinez, and Kristina Cormier.

     

    Tasha Campa called the Carnival Committee Meeting to order for Dobson High School Football Booster Club at 6:34 pm October 29, 2012.  Sarah Meraz motioned to start the Carnival Meeting; Theresa Blancas seconded the motion, all in favor. No one opposed.

    Agenda Items

    Neighbor letter:

    • Thank You to Theresa for handing these letters out to the neighboring houses.
      • She did pass out the letters to the no-solicitation houses as she was not soliciting but letting them know as a courtesy that a Carnival will be occurring and all pertinent info they may need to have.
      • Sending out a reminder for St. Tm’s.
      • Need to send Michelle a reminder email

     

    Craft Vendor Letter

    • Sent over by email today with specifics on what and when, any special accommodations will need to be requested by Friday 10/26. Angel mapped out where people are going to sit at due to these requests. Will need to tape off where the 10 X 10 spots are and label them according to the map.
    • Dobson Ranch Roundup
    • St. Timothy’s
    • Marquis – Kelly Berg
    • Continuing to paste them up and within the games and schools.
    • Updates from our liaisons at the feeder schools- still continuing the pre-sell tickets at each school.
    • Dobson Ranch Roundup
    • St. Timothy’s
    • Marquis – on the Marquis now.
    • Sell tickets at lunch in cafeteria courtyard- Susan will try to sell this week at lunch.
    • Mustang Messenger- ad placed.
      • About 31 vendors in total
      • A few vendors still owe us money for their space. Karen and Kristina’s contact have turned in their money.
      • Ag Department will be near the Carnival.
      • Angel, Patty, & Susan have some hand sanitizer to donate.
      • At this point, only Baseball and The Ag Dept. have confirmed their spots.
      • Lighting- will be invoiced afterwards. Using our own code to log the time.
      • Electricity
      • Mapping – we will need to rope off the area behind the stands to keep people off the field and track.
      • Parking- signs to help vendors in and out and to park in the back lot.
      • Susan has Walkie Talkies for us to communicate.
      • Irrigation & lawn cutting: Irrigation should be fine, still working on the lawn cutting.
      • Security- Officer Gill and he has a plan for additional help for 32 hours. Will need to pay for security. Over-estimated that the cost should be about $1000.
      • Ice- donated by Sarah Meraz’s friend.
      • 20 hours of custodial pay, we will be responsible for garbage. Asking for SRP bins.
      • Day of Plan
        • Tasha will send out emails to all helpers with:
          •  dates/times of commitments with all contact information.
          • Parking instructions
          • Vendors will be coming 2 hours before start of Carnival to set –up. Will have 2-3 people to help direct them where to go.
      • November 5th @ 6:30 pm At Native New Yorker
      • Location is secure
      • Please bring new attendees to learn more about how they can help us with the Booster Club.

    Posters

    Tickets

    Food Vendors/Arts & Crafts Vendors

    Ag Petting Zoo

    Other groups

    Admin Concerns

    Anything else

    • Sarah Young will be posting updates on Facebook and will provide (2) large power strips for extension cords.

    Next Meeting: Regular Board Meeting

     

    Action Items:

    • Get the Facebook message out there.
    • Deliver Neighbor letter
    • Get parent volunteers to cover all shifts
    • Map out vendor spots and clean out concessions

     

     

    Close of Meeting Vote:

    Motioned: Sarah Meraz

    Seconded: Sarah Young

    All in favor to close the Carnival Meeting: Yes

     

    Close of Meeting: 7:55 pm.