Board Meeting

PCY Monarchs

Meeting Minutes

DATE: June 4, 2015 TIME: 6:30 pm

Agenda Item / Synopsis of Discussion / Motion or Action
Attending: Tricia Andersen, Mandy Elmer, Stephanie Haarlammert, Carolyn Buisson, Kim Hinkel, Mariellen Voit, and Zach VanderVeen
Minutes Reviewed / May Parent Board Meeting Minutes reviewed and approved. / Minutes approved.
Treasurer Report /

Custodial Account

·  Current account balance is $10,312 available to the team.
·  Earned $366 from Kroger rewards last quarter- Please email Carolyn your family’s portion
·  Around $1,000 made from concessions and swimmeets
Communications/Web Update / TEAM Website – www.pcymonarchs.com
·  Calendar is up-to-date. Please check for meet schedules.

Email

·  If you have information you want to send out to team, notify Tricia by noon on Wednesdays for inclusion in her weekly email update.
Family Folders
·  PLEASE CHECK FAMILY FOLDERS ON A REGULAR BASIS!!
All-inclusive Website
·  Progress on getting things to populate automatically
·  Weekly emails will now be posted directly to website. A link to website will be emailed. / Tricia to send out SUGs for Pray Hope Believe 5K and Leo Sale.
Fundraising / Pool Concession Stand
·  Making money
·  Still looking for donations – Gatorades, chips, candy, and monetary donations
Fundraising for Next Year
·  Looking for a Fundraising Coordinator and/or Fundraising Committee
·  Would like to do 3-4 family fundraisers a year which could include…
o  Cart-wheel-a-thon
o  Item sale beginning of November
o  Survey group in January
New Leo Sale
·  New leo sale will run the week of June 15th- SUG coming
·  Looking for someone to chair new leo sales. / Mandy to update/generate volunteer job positions and descriptions.
Team Builder
Pray Hope Believe 5k / ·  5k run/walk to benefit The Pray Hope Believe Foundation and The Cure Starts Now
·  Saturday, July 4th at 8:30 am at the Colerain Municipal Complex
·  In memory of Tony Merk, a little boy who lost his battle with brain cancer
·  More information can be found here, along with a link for registration http://events.thecurestartsnow.org/pray,-hope,-believe/event-info/the-details/
·  Ages 13 & Under - $15
Ages 14 & Older - $20
Prices go up $5 after June 29th
·  Register by June 22nd to guarantee t-shirt size
·  Can sign up to be on the PCY Monarchs Gymnastics Team using the password Monarchs2015, team captain Mandy Elmer
NCH Memorial Day Parade / ·  10-12 attended the parade
·  Is a nice community event, will plan to do again next year
·  Plan to hand out fliers next year to advertise the team
Exhibition Meet / ·  Exhibition meet canceled
·  Decided on selling pizza at the concession stand in lieu of grill out for Community Night
o  May need to think of different fundraiser for next year
Nationals
June 24th-27th / ·  Mariellen to compile list of who is going and where they are staying – to be posted on website
·  Leos are in, must pay $35 before picking up from Kristin
·  SUG to go out to order national t-shirts / Jasmine will create nationals t-shirts.
SUG to go out to order nationals t-shirt.
Try-outs / ·  New family meeting during try-outs went well
·  12 new girls joined team
Uniforms / ·  Existing uniform sizing days – determine if new pieces are needed and if old pieces are swappable (no stains, tears, etc…)
o  Monday, June 15th @ 4:30-6:45
o  Thursday, June 18th @ 6:00-7:30
o  Friday, June 19th @ 4:30-6:30
·  New leo and warm-up sizing day
o  Monday, July 13th
o  Sizing decided by committee
·  Swap Day
o  Mandy and Missi to run
o  Tentatively Saturday, July 25th
o  First come, first serve. May only pick one garment. Another may be chosen after each family has had a turn.
·  Invoices in family folders by July 29th
·  Must have a 50% deposit on all ordered pieces. Including leos, warm-ups, and undergarments by 8/12.
All-Parent Meeting / ·  Meeting will be offered three times. Must attend one of the following…
o  Wednesday, July 15th @ 6:00
o  Monday, July 20th @ 5:30
o  Saturday, July 25th @ 12:30
·  Topics to be covered include: operating and custodial budget, equipment assessment fee, spring floor, fundraisers, open board positions, opportunities to volunteer for specific events, team event calendar, provide updated handbook, and inform of changes
·  Commitment forms due Saturday, August 8th
Year at a Glance Calendar / ·  Putting together a comprehensive calendar for the year
·  Hope to include invoice dates to help families budget for the year / Mandy creating the calendar.
Coaches Report / ·  Kristin accepted an offer from Craig’s List to sell old vault table - $400
·  Because we received an anonymous donation, we will be moving ahead with purchasing a spring floor
·  Spring floor and bars will be located in the lodge (once lodge is available)
·  Looking to purchase a single high bar for gym
·  No practice on the following days…
o  Week of nationals June 22-27
o  July 3rd and 4th
·  Moving up assessments will be given out first week of June for Level 3 and June 15th for higher levels.
·  Need more parent involvement in breakdown / Kim to create thank-you notes.
Open Positions / ·  Level parent representatives
·  Event Coordinator
·  Fundraising Coordinator
Meeting Adjourned / ·  Next Meeting – Tentatively scheduled for August 6th at 6:30 pm. ALL ARE WELCOME TO ATTEND. / All meetings set for 1st Thursday of each month at 6:30 p.m.

Important Dates:

June 15th – Existing uniform sizing 4:30-6:45

June 18th - Existing uniform sizing 4:30-6:30

June 19th – Existing uniform sizing 6:00-7:30

June 15, 16, 17 and 20- New Leo Sale

June 22-27 – No practice – Nationals – Good luck!!

July 3rd and 4th – No practice – Happy Fourth of July!

July 13th – New leo and warm-up sizing day

July 15th – All parent meeting 6:00

July 20th – All parent meeting 5:30

July 25th – All parent meeting 12:30

Uniform Swap Day

Week of July 20th- Level placements will be given

July 29th – Invoices out for all new uniform garments

August 8th – Commitment Day

August 12th- Uniform deposit due

August 15th – Last day of summer practice