Mhs athletic booster meeting minutes

MHS ATHLETIC BOOSTER MEETING MINUTES

Date: September 9, 2009

Attendees: Cyndee Cannon, Cindy Flint, Melody Dickson, Marlene Tucker, Tom Herman, Jim Linza, Suzanne Romness, Beth Lehnert, Mary Beth Mohr, Diane Thompson, Jennifer Baker, Diana McColgan, Kent Arnold, Anne Inzerello, Kathy Koch, Jeanne Crawford, Mark Covington, Windy Shepley-Collat, Maurice Tawil, Jeremy Craig, Aavo Tomkov, Kevin Roller, Bill Payne, Bob Brosnan, Robert Wheelor, Jacky Longwell, Jeanne Crawford, Katy Koch, Debra Perez, Mary Catherine Overby, Zhang Jing, Laura Behm, Ingrid Mohn, Lori Wagoner.

Welcome: Cindy Flint presided.

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  Welcome. Introduces Board. Tom Herman introduces Jim Linza, new Assistant Director Student Activities.
  
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  July 23, 2008 meeting minutes not transmitted electronically to members yet, so table approval until next meeting.
  
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  Upcoming Booster meetings: Oct. 6^th, Nov. 3^rd, Dec. 1^st, Jan. 5^th, Feb. 2^nd, March 2^nd, March 30^th, May 4^th, June…TBD.
  
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  The garden for departed ADSA, Demby Banbury is in the planning stages with Coach Steven Stotler‘s help. Various options will be explored using a phased approach.
  
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  Andy Tucker is working on the by-laws. Before the next meeting a draft will be sent to the membership to read and a vote will be taken in October to accept that format.
  
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  George Lodge and Cyndee Cannon are coordinating the Oct. 24^th Golf Tournament. Following that, he will spearhead a capital campaign.
  

Membership Report: Melody Dickson reported.

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  Booster memberships off to a great start with $25,530 thus far. Passes (and shirts) can be picked up in the Activities Office. Please mail forms to Dixon’s home address, not school. Passes will be sold at Back to School Night and Football games.
  
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  New passes are annual only. No season passes available. Passes good for all home events all year. Student passes receive free t-shirt.
  

Treasurer’s Report: Cyndee Cannon reported.

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  The state of treasury from Joe Fitzgerald is currently $20,295. Last year started out with $600. Team accounts were charged $1000 in finance charges with the Boosters paying the fee. We have changed to Chain Bridge Bank where we have less transaction fees and have made interest.
  
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  Each teach coach and team rep received financial accounting of team. Team coach and team booster representative/team treasurer are only ones to submit reimbursements. Must submit receipt or explanation of cost for reimbursement. No reimbursement if causes team account to go into the negative. Must have prior board approval to take team account into negative.
  
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  Donation letter form, tax id number letter, and reimbursement request form will be available to coaches.
  
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  Teams planning a trip to Florida can obtain tax-exempt form from Joe Fitzgerald.
  

Apparel: Cyndee Cannon reported.

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  New person needed to fill Chair’s position: place orders, inventory, and coordinate volunteers. One of major fundraisers for Boosters.
  

Please contact Board if interested.

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  Reorder successful. Sold over $2000 at Aug. 28^th Freshman Orientation and football game. Need volunteers to sell apparel Back to School night Sept. 25^th and at tent for home football games.
  

Public Relations: Cindy Flint reported.

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  Requests PR contact person from each team. Person will, with coach’s approval, electronically report scores of game/meet after event to newspapers to promote sports, MHS athletes, and school spirit.
  
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  Booster showcase available to any team that wants to promote self in season.
  

Snack Bar: Suzanne Romness reported.

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  Suzanne Romness and Jeannie Crawford took over last year and have done a wonderful job. Snack bars are clean. Inventory new under control and ordered only as needed. Snack bar is a huge revenue maker finally. Teams/workers doing good job.
  
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  Each team on playing field or gym is responsible for opening snack bars. Manned by parent volunteers. Workers should arrive at least 45 minutes before event to get pizza, popcorn, and hot dogs going. Procedures are inside. It’s fun.
  
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  County snack bar training up for renewal. Volunteer’s trains one hour, take test, and are certified. Good refresher for safe food handling. Contact Suzanne or Jeannie to volunteer for certification.
  
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  Request second window be open during home football games. Also specialize tasks in snack bar to save time and expedite service.
  
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  Inventory of snack bar done by Suzanne and Jeannie. But if you run out of something, please let them know.
  

Golf Tournament: Cyndee Cannon reported.

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  Wednesday, October 24^th Golf Tournament is a major fundraiser. Request 2 foursomes and 2 sponsors from each team. Great course, please spread word, leave flyers, and join the fun. Booze Allen Hamilton is #1 sponsor again. More sponsors needed – deadline October 1. Foursome registration on booster website, with hopes of homepage registration soon.
  

Misc:

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  Coach Stotler (volleyball) requested a vertical leap tester machine. Will also support football, girls and boys basketball and other teams. Board discussed this and supports it. Questions were storage, maintenance, and quality. Vote: approved to purchase if more than $500, teams must pick up the difference.
  
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  Tom Herman thanked MHS Athletic Booster for doing great job and picking up shortfall from county. Vacancies in boy’s lacrosse and wrestling. Should be filled soon. The new districts proposed for 09-10 school year are still being voted on by principals of high schools for the Northern Region Council. He will keep us updated. Capital improvements wish list includes Bermuda grass on field hockey/softball field and practice field. Cost is around $30,000 for both fields. Tennis courts resurfaced, track patched, press box and goal posts painted by County over summer. Eventually we want a new track. This year the County will not pay for sprinkler system repairs, a cost typically of $5000. Next year will be a bad year for budget cuts. Thankful for Boosters. Thanked coaches and SGA rep for attending.
  
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  Football Parents Organization off to good start with fundraising. Purchase new helmets, jerseys, player analyzer, and other equipment. Join them for tailgates at 6pm before all home football games. Pep band played at away game. Supporting Lori Wagoner, SGA, with Homecoming.
  
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  Lori Wagoner (and Erin Trusdale) are overseeing SGA with Oct. 18^th Homecoming. Pep rally, spirit days, Highlander Cup, Powder Puff game (Wednesday), banner competition, Court presented at extended halftime, possible bonfire, theme? Please email ideas to her and she will present to SGA.
  
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  Request for portable automated external defibrillator to be available for teams that practice and play off site. Trainers will be contacted regarding this action item and a report will be made at next meeting.
  

Teams Represented: girls basketball, cheer, cross country, field hockey, football (varsity and jv), indoor track, girls lacrosse, softball, boys tennis, girls tennis, track & field, volleyball.

Coaches: girls lacrosse, varsity softball, swim & dive, boys tennis, boys varsity basketball.