2013-2014 EVGBC Board Booster Meeting Minutes

2013-2014 EVGBC Board Booster Meeting Minutes

Saturday, July 27, 2013

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Attendees:

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Miki Smith – presiding

Nichieli Ferris

Kimberley Rose

Annette Bonner

Jolynn Hatley

Elly Eisentraut

Pam Macgregor

Sasha Nicholson

Freddie Sanchez

Lori Shattuck

Hubie

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1.  EVGBC Group Yahoo

a.  All board members should respond to Yahoo group invitation to be included in the group

b.  Advantage is that all booster documents can be maintained, edited and saved for everyone to access. Also possible to post documents with sensitive information (phone numbers, financials) under secure access.

c.  Also able to conduct polls to vote on any issues electronically

d.  If invitation is not in received or put in SPAM, go to yahoo, click on “groups”, search for EVGBC and ask to be invited. Miki will need to approve and then board members can be accepted

2.  EVGBC Website (http://evgbc-org.doodlekit.com/)

a.  Site is up and running where current events can be found

3.  Accountant

a.  Booster club is in need of professional accountant to review bylaws, review existing letters/notifications/compliance regarding club’s 501(3)(c) status

b.  Professional organizations like HR&Block and Jackson Hewlitt were very expensive.

c.  Lori motioned to hire Milt Lawler as CPA to help booster club sort out 501(3)(c) status, review account status, and file tax returns. Nichieli seconded the motion. Approved.

d.  CPA will charge club $30/hr and bill at the end of each month

4.  Mentor Party

a.  Miki/Debbie/Hubie have matched up older team girls with new team girls to be mentored

b.  Party will be held on Friday 8/16/13 from 8-930

c.  No opt out option will be presented

d.  Party will have snacks and girls are to bring pair of flip flops, scissors and ribbon to decorate flip flops

5.  Meets – Monsoon Madness

a.  Joylnn Hatley is heading up Raffles

i.  Each level will come up with a theme for baskets (as well as be given possibilities to choose from)

ii. Each session should have a gymnast or girly-girl basket in addition to any other themed baskets

iii.  Donation letter has been updated and is available on yahoo group website – start soliciting donations now.

b.  Donna Thompson and Nichieli Ferris are doing concessions

c.  Miki Smith is doing Special Foods (judges, coaches and gymnasts)

6.  Meets – Flying High

a.  Site for meet was secured but the school added events that conflicted with our meet so we don’t have a definitive location yet

b.  Discussion was had on whether or not to continue doing Flying High since only a small dollar amount per gymnast is raised for such a time consuming event. Majority in attendance decided to continue with meet.

c.  Meet should not be he held over spring break weekends

d.  Date and location will be determined this week

7.  Meets – State

a.  Too late to sign up to host a state meet, applications are due in June

b.  Since board members are elected in May, discussion will have to take place between 2013-2014 outgoing board and 2014-2015 incoming board on whether or not to sign up

8.  Meets – Poway Gymnastics Meet in San Diego

a.  San Diego meet is 1/24-1/26/14

b.  Discussed whether or not there would be interest in chartering a bus to transport team and/or families to San Diego for meet. Cost would be approximately $60/person roundtrip. Majority were interested but commitments would need to be made since 20% deposit is required at time of reservation.

c.  Meet hotel is Town and County

d.  Meet is a Nastia qualifier

9.  Fundraiser update – TO BE EMAILED by Kimberley due to meeting time constraints

10.  Treasurer Report (see amounts on treasurer sheet given with agenda)

a.  New account setup on 7/13/13 with 3 signers, Miki, Lori and Kimberley. Debit cards were given to Lori and Miki

b.  Discussed what to do with retired gymnasts with negative booster club balances

i.  Anyone who has a balance greater than $100 will receive letters from club asking for immediate payment of monies owed escalating to collection letters

ii. More care will be taken to insure that active members are not allowed to go negative in their balances. If there is a negative balance, gymnasts will not get leos ordered or be registered for meets. Board will insure that that is communicated to any families that are negative.

c.  Checks are the preferred method of payment for any expenses but advance notice is needed to get something paid.

d.  Proceeds from recent events were reported on last page of agenda.

e.  Troop website needs to be reconciled and transferred over to Lori as soon as possible.

11.  Retail

a.  Booster club is losing money due to theft of items available in the retail store

b.  Booster club is responsible for securing/selling, front desk is not

c.  Kimberley motioned to have the store items secured with cable and only open when board member is there. Nichieli seconded. Approved. Store hours will be posted once evening workouts are in place and a schedule of who is manning the store will be determined

12.  Bylaws

a.  Proposed changes were discussed (see attached copy with proposed changes highlighted in blue and yellow)

b.  Due to the length of meeting and number of changes proposed, Miki will make changes to bylaw and send them out for review. Board will vote on bylaw changes electronically.

13.  General Board Meeting will be Friday 8/2 at 6pm.

Meeting adjourned at 10:30am

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