Booster Club Minutes
Date:September 9, 2013
Members Present:??
Members Absent:??
Discussions Held:
2nd Annual Fall Vendor Fair – November 16th from 9:00 a.m. – 3:00 p.m.:
-Raffles to be called by 2:15 p.m. so that everything is done by 3:00 p.m.
-Create Sub-Committees
Sign-Up Genius:
-This can also be used to set up reminders
-Laura is going to email all committee members the link to the site and log-in instructions.
Treasurer Reports – April 1, 2013 through September 9, 2013
-Everyone agreed the new format is very easy to read and understand
-$14,000.00 is always held in reserve for machine replacement.
-Club currently owns a freezer, refrigerator, and stove
-On consignment are 4 Pepsi machines and 2 slushi machines.
Opening and Closing Food Booths:
-Opener should be there by 3:15 to prep food booth and have everything ready so that when helpers/volunteers start coming things can be turned on. Food should be hot and ready to go by 5. Customers are waiting at the beginning of the games and if food is ready they will purchase early. Get all items ready and turned on early so things are hot, especially the Nacho cheese.
-Colleen suggested that we have a standardized procedure manual for all food booths; an opening and closing checklist; instructions on how to prepare each food items (i.e. how much meat to use in a walking taco, how full to fill popcorn bags, how long to cook pizzas, pretzels, etc.).
-Training. It was discussed that we need to have more training for our volunteers. This is something that we could put in the procedure manual so that things are done consistently through out the year and done the same at all the booths.
-There may be a folder with some of this information already in it created by Michelle Nack
-On Monday’s (5:00 p.m. Game Time) The Opener must be there between 2:30 p.m and 3:00 p.m. to prep booth and the volunteer group needs to be there by 4:00 p.m. for training and getting food prepared and heated.
-On Friday’s (7:00 p.m. Game Time) The Opener should be there by 3:00 or 3:15 p.m. and the volunteer group should come by 5:15 p.m. for training and food prep.
-The Closer needs to be there at least an hour before closing time to start clean up and supervise volunteers.
Volunteers
-How many volunteers are needed in the booths?
-Outside Booth:
- Football: 6 are needed for Freshman/JV and at least 13 for Varsity for EACH time slot and there are three shifts for each game.
- Inside? Numbers of volunteers was not discussed.
Increase the Opener/Closer
-A motion was made to increase the payment amount from $5 to $10 for the
Buster Club Member that opens or closes the food booths.
-Motion Granted. Each Opener/Closer will now receive $10 in their child’s individual activity account or in the child’s group activity account for opening or closing the food booths effective immediately.
Should Individual Accounts be allowed?
-Band and Girls Fast Pitch Softball have individual accounts set up for each child
-All other groups have one account for their group and monies are then put towards what is needed for the group and not used by any one individual in the group.
-Waiting to talk to Mr. Heinen (SP??) regarding how the individual accounts were started so this discussion was tabled for the next meeting.
Upcoming events:
-Debate: September 21, 2013 at 7:00 p.m. Mr. Heinen requested concessions
and has everything taken care of from volunteers to food.
-PowderPuff – Date?
-Homecoming- October 12, 2012 (need group for concessions) Drinks only.
AFS Requested $400.00 donation for senior exchange students to have senior pictures done.
Motion made.
Motion Granted.
Representatives for each organization should be appointed to keep communication between their organization and Booster Club open.
Volunteers needed for each organization:
3 for Volleyball
3 for Football
3 for Girls Basketball
3 for Boys Basketball
Look into Scholarships
Boys Swimming
-Concessions? They have a Conference scheduled November 2, 2013
Next meeting is scheduled for October 14, 2013 at 6:30 p.m.
Motion to Adjourn – Granted.