Mason Softball Boosters

May 7, 2015 at 7pm

Mason High School - KIVA

Edline – Mason Softball

Twitter Account - @softballmason

*Patrick Strausbaugh was unable to attend

Meeting was called to order by Dave Buffenbarger at 7:08pm. There were9 members in attendance.Please note, the late start was due to the Varsity and JV White games ending and we waited for parents to attend the meeting.

Internal Audit Results – Tom Lewis Attended

An internal audit was done by MABA for the softball booster group. Tom Lewis attended the meeting to discuss the results:

  1. By – Laws – need updated to reflect that we do not require our players to participate in fundraising activities or in lieu of services they can pay a cash donation.
  2. Preview Day – make sure funds go through the student account, since it is a student – led activity. Make sure the required school forms are filled out and approved by the school. Keep track of exact numbers and where the money is from instead of one lump sum – separate basket raffle, tshirt sales, concessions, etc. When donating money to another 503c organization, must have a W9 from that group.
  3. Receipts – add that people making a contribution to the softball booster group did not receive anything in return.
  4. Hit-A-thon – run everything through the school account. Make sure gift cards are documented.
  5. Concession sales – set up controls for the cash – 2 person check, deposit slip, list of items sold, deposits are made by someone other than the treasurer, log sheet. We will look into this and find a solution to put in place for next year.
  6. Assets – make a list of what we own – as a booster group. Concession stand items, etc.

A motion was made by Shawn Lewis and seconded by Jennifer Heitfeld to approve the findings of the audit and put controls into place for next year. It passed with unanimous approval.

Coaches:

-Thanks to the Boosters and parents for all of your help this season; especially with all of the game changes at the last minute.

-Season was great! Undefeated in the GMC! Has never happened before!

Treasurer Report:

-Treasurer’s report for April

-A motion was made by John Heitfeld to approve the Treasurer’s report and seconded by Joe Renenkamp. It passed with unanimous approval.

Mason Softball Boosters / 10:31 AM
Balance Sheet Standard / 05/07/15
As of May 7, 2015 / Accrual Basis
May 7, '15
ASSETS
Current Assets
Checking/Savings
Concessions / 5.00
Parent Account / 2,840.26
Student Account / 3,353.71
Total Checking/Savings / 6,198.97
Total Current Assets / 6,198.97
TOTAL ASSETS / 6,198.97
LIABILITIES & EQUITY
Equity
Opening Balance Equity / 16,513.43
Unrestricted Net Assets / -9,023.76
Net Income / -1,290.70
Total Equity / 6,198.97
TOTAL LIABILITIES & EQUITY / 6,198.97

MABA:

-Hudl link is now being used and we can upload videos. It is a slow process, so please be patient.

Fundraising Committee:

-Jersey Mike’s – we raised $707 with $310 participants. Next year, we will try to do this again, but with more lead time for the girls to encourage others to partipate.

Web Administration

Thanks to Jennifer and Barb for updating the website. It looks great!

Spiritwear

We ordered GMC Champs shirts. They are $10/shirt and will be ready next week.

Open Positions / Nominations

-We have 2 open seats – Treasurer & Secretary. If you are interested, please contact Dave Buffenbarger.

Concessions

-Need to make sure post-season game slots are filled. The first game is Memorial Day weekend – many people have travel team softball tournaments and it is graduation weekend.

-Next year – we will assign families to times and they will have to switch if they cannot make their time.

Tarp

Purchased, but have not placed on field.

TJ Maxx & Stewart Tire

have made contributions to the softball program. Stewart Tire is excited to partner with Dragon Fly for their oil change donations.

The meeting was adjourned at 8:01 pm.