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Pickerington Panther Athletic Boosters Meeting Minutes
May 26, 2004
Panthers Officers, Committee Chairs and Sport Club Officers and Representatives
Present:
Mark Aprile, Athletic Director
Mark Uher, President
Lisa DeCarlo, Nominated Vice President, 2004-5
Hope Boren, Secretary & Co-Chair Programs Committee
Patti Williams, Treasurer
Lana Brindle, Nominated Treasurer, 2004-5
Dennis Schone, Fundraising Director
Mitch Wilson, Co-Chair, Concessions Committee – Staffing
Bob Cruse, Chair, Holiday Classic
Acer Club - Marcia Stewart, President
Cross Country - Jim Marn, President and Brenda Flask, Secretary
Diamond Club - No Representative
Goal Club - No Representative
Lady Panthers Rebounder Club –Paul Smithberger, VP & Beth Smith,
Treasurer
Par Busters Club – No Representative
Pizzazz Club – Gail Egle
Quarterback Club – No Representative
Relay Club – Robin Nichols, President
Softball - Dick Schultz, President
Spikers Club – Tammy Corriveau, President
Spirit Club –Coach Fultz
Takedown Club – No Representative
Tip Off Club –Ed Geers, Booster Representative
Track & Field – Rick Favret
Volleyball Club (Boys) – Mike Maloney, President
At 7:30 pm Uher convened the meeting in Room 413 at Pickerington High
School North.
Minutes from April 28, 2004 were approved in a motion by Smithberger and
seconded by Marn. Minutes are on website: PickeringtonPanthers.com.
Williams gave the Treasurer’s report and in a motion moved by Williams
and seconded by Cruse, the treasurer’s report was approved with
the addition of an increase of $2000 in concession equipment so the treasurer
can pay for the bills for the installation of the concession window at
the stadium.
ATHLETIC DIRECTOR’S REPORT (Mark Aprile)
• Mark talked about the need to buy banners- will buy one for each
sport and championships can be added to them. Banners will be color coordinated
with gym (purple, black and gray), and hung around the gym. Record boards
already up in hall near the field house and are available for coaches
to put up records of their choice.
• Wall of Fame to be started at North entrance hallway for team
pictures of league and district championships; pictures to be covered
by plexiglass.
• Field conditions- grading to be done; discussing if appropriate
materials were used on fields, as specified in building contract. Still
discussing who is going to pay to make the facilities right. Mark feels
progress was made at today’s meeting indicating that contractors
should be responsible for these improvements.
• Next year we will be in league play. We should be ready based
on our accomplishments in just one year. Our athletes did a tremendous
job, unbelievable for a first year school!
Annual Meeting of the Pickerington Panthers Athletic
Boosters
MEMBERSHIP
Proposal for membership has already been e-mailed. The proposal 2004-5
booster membership levels are as follows:
New!!! $35 PANTHER CLUB for Students Only
2004-05 School Year Benefits:
• To promote large and spirited home crowds of Panther students
-- 1 complimentary student pass for every home athletic event for one
year (pass is not transferrable to adults or other students)
• 1 complimentary sport program per sport season
• 1 Logo Decal
$250 CHAMPIONSHIP CLUB
2004-05 School Year Benefits:
• 2 complimentary athletic passes for every home athletic event
for one year (passes are good for two individuals and are not transferrable)
• 2 reserved seats at all North home football games
• 2 reserved parking passes and free parking at all North home football
games
• 2 tickets to the nation’s best girls’ basketball tournament
hosted at Pickerington High School North
• 2 complimentary sport programs per sport season
• 2 Logo Decal
• 6 tickets for any home Pickerington athletic event (except tournaments
& playoffs good at PHSN, PHSC, Lakeview or Ridgeview)
• No lines for THE BEST TICKETS reservations for playoffs &
tournament games
• $35 Gift certificate for free apparel at PT Spirit
$150 WINNERS CLUB
2004-2005 School Year Benefits:
• 2 complimentary athletic passes for every home athletic event
for one year
(passes are good for two individuals and are not transferrable)
• 2 reserved seats at all North home football games
• 2 complimentary sport programs per sport season
• Logo Decal
• 4 tickets for any home Pickerington athletic event (except tournaments
& playoffs good at PHSN, PHSC, Lakeview or Ridgeview)
• No lines for THE BEST TICKETS reservations for playoffs &
tournament games
• $25 Gift certificate for free apparel at PT Spirit
$75 CONFERENCE CLUB
2004-2005 School Year Benefits:
• 10 tickets for 10 home athletic events at either North or Lakeview
• 1 Complimentary sports program per sport season
• Logo Decal
$25 BOOSTER CLUB
2004-2005 School Year Benefits:
• 1 Complimentary sports program per sport season
• Logo Decal
$300 Businesses Supporting Pickerington Athletes
2004-2005 School Year Benefits
• Plaque acknowledging the support of both Tigers and Panthers Athletic
Boosters
• Special acknowledgement in all season’s sport programs
• Special recognition and acknowledgement during the annual meetings
of both Tigers and Panthers Athletic Boosters
Wilson moved to approve membership committee’s proposal, Marn seconded.
Discussion: Panther Pride card is available for $20 to students with a
3.0 grade point average or better. However, new student pass at $35 is
available to entire student population. Motion approved unanimously the
membership categories as recommended by the membership committee
CONCESSIONS
Proposal already e-mailed. It was:
For 2004-2005, budget of $34,000 (net income) was established due to
higher attendance at games and higher profits from fountain pop rather
than sales of cans/bottles. It is recommended that the boosters should
split the net income with sport clubs, keeping $20,800 and giving $13,200
to sport clubs. The $13,200 is allocated in the following manner: $400
to each of the 16 sport clubs ($6800 total) and 10% of concession sales
for events worked (approx. $6800). No sport club will receive more than
$2000 in a given year from the concession budget.
For 2004-2005, each sport staff their own concessions, just like 2003-3004.
For tournaments and playoffs, the vice president will assign sport club
based on interest in manning the very profitable events.
For 2004-2005, at the end of each season, each sport club that has fulfilled
their concession assignments will receive $400 and 10% of all concession
sales for events worked. Each sport club must count the concession money
and record on the Concession Cash Sheets at the end of each event. No
sport club will receive more than $2000 in a given year from the concession
budget.
For 2004-2005, the vice president will be responsible for assigning staffing
of concessions and Mitch Wilson will work closely with Lisa DeCarlo to
ensure a smooth transition. In addition, the vice president will conduct
training for sport clubs on concession operations, procedures and the
Concession Cash Sheets.
For 2004-2005, Gina Geist has agreed to continue to be the concession
manager, but will need assistance in the winter and spring. Trish Garrison
and Lynne Neike will assist.
For 2004-2005, the concessions committee recommended that the Booster’s
treasurer will buy gift certificates for the concessions manager (s) equal
to concession manager’s district participation fees (revised following
the meeting with a conversation with the board liaison) as a token of
appreciation of the numerous hours and responsibility put forth by the
concession manager. In addition, the concession manager should receive
a complimentary booster membership at the highest level offered. For 2003-2004,
the committee authorized Gina to expend up to $200 to help reward the
high school and junior high custodians who really helped with the concessions
this year.
Concessions surveys (only a few turned in), indicated moderate to extreme
approval with how concessions have been managed. A few clubs indicated
they wanted concessions to return to individual clubs to control.
Lisa DeCarlo (nominated VP) will work on training with concessions workers,
and cash sheets will be filled out after each event.
Cruse moved to approve the concessions committee’s recommendations,
Smithberger seconded. Motion approved unanimously.
FUNDRAISING
Changes to proposal fundraising policy were made. The following is the
now the proposed fundraising policy :
I. Purpose
A. Recognizing that we are by nature a fundraising organization, the Pickerington
Athletic Booster Club has adopted this policy to provide guidelines to
member organizations for all fundraising activities. The goals of this
policy are:
1. To minimize the number of fundraising activities presented to the community
and optimize the net revenues generated.
2. To coordinate solicitation of sponsorship and support from the business
community.
3. To coordinate all fundraising activities to eliminate redundancy and
intra-organization competition.
4. To provide a consistent source of operating revenues to all member
organizations.
II. Management of Fundraising Activities
A. The Fundraising Directors will assist, coordinate, and direct fundraising
activities and efforts among Sports Clubs and Booster Operating Organizations.
B. A Fundraising Committee will be formed to coordinate member organization
fundraising activities and develop, implement, and operate major fundraising
events.
C. The Fundraising Committee will consist of:
1. Two Co-Chairs – the Fundraising Directors of the Tigers and Panthers
Athletic Boosters.
2. Three members appointed by each of the Board of Directors of the Tigers
and Panthers (total of six)
a. One member to represent the sport clubs (football, basketball, and
track/field)
b. Two members representing all other sport clubs.
c. To ensure an effective cross section of all sport clubs, no sport shall
be represented by both schools. This will require coordination of appointments
by the respective Board of Directors.
D. The Fundraising Committee will submit a plan of major fundraising events
to the PABC Executive Committee by April 1 of each year, for the next
fiscal year. This plan will:
1. List joint major fundraising events for the Tigers and Panthers Athletic
Boosters.
2. Establish financial goals for each event.
3. Provide an estimate for each sport club of revenue to be generated
by the sport club provided the financial goals are met.
4. Recommend ideas on marketing the event.
E. The fundraising plan will be presented for approval at the May Annual
Meeting of each Operating Organization. The plan must receive a majority
vote of the members present by both the Tigers and Panthers Athletic Boosters
Clubs.
E. Major fundraising events may consist of the following:
1. Athletic Booster Club Membership Drive. Directed by the Membership
Committee.
2. Concession Operations of TAB and PAB. Directed by the Operating Board
Vice President.
3. Sports Program advertisements and sales. Directed by the Program Committee.
4. Presence at community events to promote PABC to the community, in conjunction
with Community Relations Committee.
5. Major fundraising events authorized by the PABC Executive Board and
approved by the Tiger Athletic Board and Panther Athletic Board. Directed
by the Fundraising Committee.
6. Advertising campaign/marketing plan (signs and banners)
III. Sport Club Fundraising Reporting
A. Each Sport Club must submit a Budget Plan to the Treasurer of either
the Tigers or Panthers Athletic Boosters by July 15th each year. This
plan should include:
1. Anticipated fundraising events with dates and projected revenue
2. Participation in approved major fundraising events with projected revenue
3. Planned use of student athletes in support of fundraising
4. Planned expenditures by expense category with specific details of any
planned items of value which will be given to student athletes.
(The Treasurer of each Operating Organization will forward all Sport Club
Budget Plans to the Fundraising Director for review and presentation to
the Operating Board’s Executive Committee. The Executive Committee
should approve all Sport Club Budget plans July 31st of each year.)
Additional fundraising events (not included in the budget plan) will
require approval by the Fundraising Director(s) and the Booster Operating
Board’s Executive Committee.
B. Each Sport Club must submit an annual financial report, which will
include the results of that fiscal years fundraising activities and expenditure
of funds.
IV. Approved Sport Club Fundraising Activities
A. Sport Clubs may host sport clinics or tournaments for fundraising purposes.
B. Sport Clubs may conduct golf outings or similar activities (i.e.; bowl-a-thon,
walk-a-thon, hit-a-thon).
C. Sport Clubs may contract with local area venues (i.e.; The Ohio State
University, Columbus Blue-Jackets, Columbus Crew, Columbus Clippers) to
sell concessions, clean facilities, or provide needed manpower to raise
funds.
D. Sport Clubs may operate concessions and retain funds for non-school,
non-scheduled events.
E. Sport Clubs may sell spirit apparel.
V. Restricted Sport Club Fundraising Activities
A. Sport Clubs will not sell any trademarked, Panther logo apparel to
the general public.
B. With the approval of the Athletic Department, Sport Clubs may receive
revenue from the rental or use of school equipment, facilities and/or
fields (all such requests should be forwarded to the Athletic Directors).
C. Sport clubs cannot solicit funds from Pickerington area businesses
with these exceptions:
1. Sport Clubs may receive donations from an area business coordinated
by a parent within the Sport Club who is affiliated with the business.
2. Sport Clubs may solicit sponsorship and advertising funds from area
businesses with prior approval of the Fundraising Director.
VI. Corporate Donors List
A. As set forth in the PABC Constitution, the Co-Chairman shall be responsible
to establish a list of corporate donors exempt from solicitation by the
Operating Organizations and Sport Clubs and will work with the Operating
Organizations’ Fundraising Directors to solicit donations from those
corporations to benefit both schools.
B. The Fundraising Directors, in coordination with the Athletic Directors,
shall secure donations from corporate donors as established by the PABC
Executive Committee.
C. Corporate Donors exempt from solicitation are:
1. Beany’s Auto Service Center
2. Buckeye Sports & Orthopedic Specialists
3. Coca-Cola
4. Damon’s
5. Donato's Pizza
6. Fairfield Federal
7. Health First Chiropractic
8. Heitmeyer Homes
9. Kent Smith Photography
10. Kroger
11. The England Insurance Agency
12. Thrifty Car Rental
D. This list will be reviewed annually for additions and deletions.
Calendar of Fundraising
and Reporting Milestones
Date Milestone Responsibility
May Major Fundraising Plan approved at Annual Meeting of each Operating
Organization Operating Board Presidents
July 15 Sport Club Annual Financial Reports due for preceding fiscal year
Sport Club Treasurers
July 15 Sport Club Annual Budget Plan due for new fiscal year Sport Club
Presidents
July 31 Operating Board Executive Committee to approve all Sport Club
Budget Plans for new fiscal year Operating Board Executive Committee
July 31 Operating Board’s Annual Financial Reports due for preceding
year Operating Board Treasurers
July 31 Operating Board’s Annual Budget Plan due for new fiscal
year Operating Board Presidents
August 31 Consolidated Annual Financial Report due for preceding fiscal
year Finance Director
November 15 IRS Reporting due for preceding fiscal year Finance Director
Discussion on why sport clubs should not sell Panther logo items. Aprile
explained that PT Spirit pays us a percentage for all Panther items sold.
Aprile is trying to arrange that all Pickerington Panthers items are trademarked
and retailer will have to give us a royalty. Attorneys are being consulted
to figure out how to do this and what can be included.
Cruse moved to approve to the new fundraising policy , Williams seconded.
Motion approved unanimously.
BUDGET
As attached, Schone moved to approve the 2004-5 budget of $84,120 in revenue
and $72,000 in expenses including $65,000 to the Athletic Department.
The motion was seconded by Geers. Motion to approve the 2004-5 budget
was approved unanimously.
NOMINATIONS
Paul Smithberger- President (no other nominations from floor), was unanimously
elected.
Lisa DeCarlo- Vice President (no other nominations from floor), was unanimously
elected.
Lana Brindle- Treasurer (no other nominations from floor), was unanimously
elected.
Hope Boren- Secretary (no other nominations from floor), was unanimously
re-elected.
Monthly meeting time to be changed to third Sunday of each month at 7:30
PM. Motion made by Wilson, seconded by Stewart. Motion approved unanimously.
(new time to begin in July or August)
NEW BUSINESS
Park of Champions design to be reviewed next meeting.
Sports Clubs close out packages distributed and explained by Williams.
Request for Athletic Director’s budget to be presented or shared
at next meeting.
All close out packages must be turned in to Williams by July 15th!
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