Pickerington Panthers Athletic Boosters Meeting Minutes
November 19, 2003

Panthers Officers, Committee Chairs and Sport Club Officers and Representatives Present:
Mark Aprile, Athletic Director
Mark Uher, President
Gene Montgomery, Vice President
Hope Boren, Secretary
Patti Williams, Treasurer
Dennis Schone, Fundraising Director
Mitch Wilson, Co-Chairman, Concessions Staffing
Bob Daniel, Co-Chairman, Concessions Equipment
Ken and Gina Geist, Concessions Managers
Bob Cruse, Chairman, Holiday Classic Tournament
Acer Club - Marsha Stewart, President
Cross Country - Jim Marn, President, Mitch Wilson, Vice President, Brenda Flask, Secretary, Kathi Combs, Treasurer
Diamond Club - Jim Nevius, Coach
Goal Club - No representatives
Lady Panthers Rebounder Club – James Packer, President; and Beth Smith, Treasurer
Par Busters Club – No representatives
Pizzazz Club – Lynne Neike, President and Kevin O’Connor
Quarterback Club - Bob McFadyen, President
Relay Club – Robin Nichols, President and Leslie Stephan
Softball - Dick Schultz, President 
Spikers Club - Tammy Corriveau, President
Spirit Club –Scott Meyerrose, Booster Representative
Takedown Club – Joel Melin, President
Tip Off Club – Jayne Geers for Ed Geers, President
Track & Field – Jim Storms, President
Volleyball Club (Boys) – Mike Mahoney, President and Terry Payne, Treasurer

At 7:30 pm Mark Uher convened the meeting in Lecture Hall at Pickerington High School North.  Uher pointed out that updated list of officers and club representatives is included in package with minutes, as well as budget, proposed parking.

Minutes from October 15, 2003 meeting move for approval, seconded. With the addition of Patti Williams, Treasurer being present , the minutes were approved. Minutes are available on website: pickeringtonpanthers.com.

TREASURER’S REPORT (Patti Williams)
This month’s bank statement was distributed. Concessions money to be transferred to account on 11.22.03. Motion made to accept treasurer’s report and seconded. Treasurer’s report approved.

ATHLETIC DIRECTOR’S REPORT (Mark Aprile)
Aprile introduced winter sports coaches.

Pete Liptrap- Varsity Boy’s Basketball Coach - 15 players are on each lower level team (freshman, 8th and 7th); 21 players (no seniors) on combined varsity/junior varsity team. Thanked Booster’s Club for their support; commended his players for being good people on and off the court; acknowledge Mark’s hard work in putting together a good schedule, in spite of not being in a league; encouraged fan support Dave Butcher- Varsity Girl’s Basketball Coach - Commented that both he and Coach Liptrap are coaching together again for the 21st year; Girl’s team returns 5 out of their top 6 starters from last year, as well as the nucleus of both of last year’s junior varsity and freshman teams; 33 total players in high school; 14 players on each of the 7th and 8th grade teams. Coach Butcher feels he has a very competitive team; although Lindsey Smithberger has just suffered an ACL tear; which is a big loss; season opens next Friday at Olentangy; it will be a very highly competitive schedule; Coach Butcher thanked Athletic Boosters for their support.

Carla Fultz- Varsity Cheerleading Coach - Thanked Athletic Boosters and Mark for all their support; young team with good supportive parents; pep rallies have been started; competition squad has 11 competitions scheduled.

Winter Sports are in full gear with practices; Girl’s basketball preview this Friday, Boy’s preview next Friday; swimming Dec.5, Wrestling Dec. 6. Women’s professional football team is using our facilities as their home site; it should be a financially positive move for our budget (Comets); owners of the team live here in Pickerington.

BUDGET- PICKERINGTON PANTHERS ATHLETIC BOOSTERS
Uher presented the budget from the Executive Committee that had been developed the preceding week via e-mails. In the future, the annual budget will be approved at May annual meeting. Budget proposal reviewed (see attached); the concession income this fall stands at $12,335.33, which will be transferred 11.22.03. All expenditures over $250, (not associated with income ventures) must be approved by Athletic Booster’s Club, and any donations must be approved. Move to approve budget made by McFadyen, seconded by Storm. Action Taken: Motion approved by unanimous vote.

FUNDRAISING AND RAFFLE COMMITTEE REPORT (Dennis Schone)
Schone indicated that we need to garner support for the raffle. He pointed out that last year’s raffle participation was not that great and we still made $56,000. With last year’s experience, things should be even easier. This is a combined fundraiser with Central. Schone took a straw vote by club: 13 clubs in favor, 2 opposed, 1 not represented. Discussed raffle start date as soon as possible – hopefully before the Kroger Classic and completed possibly April 17th, to allow selling through major track meet.

KROGER HOLIDAY CLASSIC TOURNAMENT COMMITTEE REPORT (Bob Cruse)
In need of people to assist with tournament, time slots are available to make it more convenient. Some clubs have lists, and it is their responsibility to make sure their club covers the time slots they committed to. Clubs who have not turned in volunteer lists are asked to do so. It is a Booster’s event (fundraiser), not a Lady Rebounder’s event. Uher volunteered to send a mass e-mail to all Booster’s members.

PROGRAM COMMITTEE REPORT
Will discuss possible changes for next year at January or February meeting. Winter programs will go to print in 10 days. Both basketball clubs need a volunteer to be responsible for programs.

MEMBERSHIP COMMITTEE REPORT
$31,780. 93% of Goal. 375 Members. Acers-18; Cross Country- 35; Diamond - 55; Goal- 76; Lady Panthers-37; Par Busters-13; Pizzazz – 4; Quarterback- 104; Relay- 11; Softball – 27; Spikers – 27; Spirit-46; Takedown – 29; Tip Off- 67; Track & Field- 61; Volleyball Boys- 22.

CONCESSIONS COMMITTEE REPORT
Schedules for winter sports are done. Coke may provide portable units. Window to be put in football concessions stand.

OLD BUSINESS
Parking- Policy written; change made by Mark Aprile to eliminate softball district parking fee, as it is run by a separate organization and they will not allow parking fees. Some concern by group as to how to explain that we charge for basketball and football and not other events, as well as to why North is charging for parking and Central is not. If the parking policy is approved, there is a consensus that we need to let the public know we’re doing it, and why it’s happening. Mark Aprile stated that the majority of parking spots are free. He also said that this policy was put in place by people above his office. There is not unanimous support, but it was explained it’s a good source of revenue.

NEW BUSINESS
Congratulations to Bailey Flask- 4th in state and Central Ohio District Runner of the Year.

Idea to keep more people at our concessions by giving concessions money as perk with Booster’s membership.

Next meeting Wednesday, December 17th at Pickerington High School North lecture hall.

Concessions. In 2003-2004, as approved on 6.25.03, all proceeds from concessions from sporting events go to the Boosters. Previously, concessions proceeds from baseball, cross country, softball, volleyball and some of wrestling & track and field events went into the sport clubs. During the last two years, these sport clubs netted a total of $12,496 and $24,332 respectively. For 2003-2004, it is estimated that the Panthers Boosters will pick up an additional $6000 in income from these concessions. Panthers will pay any proceeds above $25,000 to various sport clubs consistent with the resolution approved on 6.25.03.

Programs. In 2003-2004, as voted on by the Board of Directors, the programs were a joint venture with the Tigers Athletic Boosters with the PABC paying the printing bill from advertising revenue and then splitting the net income between the two organizations. Sales of programs stay within the boosters.

Scoreboard. As of 11.19.03, receivables of $2,000 were due from HealthFirst Chiropractic; Damons & Kroger for a total of $6,000. Payment of $4,895 has been made for the scoreboard. To date, Fairfield Federal has paid $7,500. Kent Smith, Heitmeyer Homes both paid $2,000 and Thrifty & Donatos paid each $1,000.

Scorers Table. Based on the resolution approved on 10.1.03 by the PABC Executive Board, the two basketball clubs will sell 28 slots (approx. $400) on the two scorers tables and provide the Boosters 20% of the income for approximately $2,240 in income.

Raffle. Based on the resolutions approved on 10.15.03 by both the Panthers & Tigers, raffle income for boosters is 10% of the net income and sport clubs receive 90% of the net income. Last year, income was $56,120 and expenses were $21,705. Conservative estimates for this year of net income of same as last year with the two boosters dividing 10% of the net income ($34,415 x 10% divided by 2).

Athletic Department. With some lost revenue in from gates due to Booster athletic passes and number of additional capital improvements (possibly as cross country course, football equipment reconditioning, softball & baseball field improvements, it is proposed to give the athletic department $59,000 this year.

Other Expenses. All expenditures not associated with an income stream that exceed $250 must have the approval of the Panthers Board of Directors. Below $250 officers have approval authority as long it is within the budgeted line item. All donations require Panthers Board of Directors approval.

PABC Improvements. On 5.28.03 the Panthers Board of Directors authorized the concessions committee to spend up to $23,000 for concessions equipment. As of 11.10.03, $16,500 in concessions equipment purchased for the stadium concessions. Additional improvements may be equipment for winter & spring sports; concessions window facing the stadium ($3000); new electrical wiring ($715) and new signs ($990).

Athletic Event Parking - Pickerington High School North Athletic Department.

History
In recent years, the cost of athletic team and marching band transportation has been shared by the athletic department and the school district general fund equally. The funds necessary to cover these costs have grown in excess of 100,000.00. In February of 2003 the Board of Education eliminated funding for extracurricular activities that included the cost of athletic teams, transportation, and purchased services (pool rental for swimming ). The institution of the participation fee for athletes did not cover transportation and the issue of absorbing the school district portion of transportation had not been resolved. Athletic Departments were to attempt to absorb the school district portion in their budgets.

Transportation
What have we done to try to avoid increases in the overall transportation costs ? The athletic department has worked with Laidlaw to maximize efficiency and minimize costs. Examples of this are having drivers return to Pickerington after dropping off athletes instead of staying "on the clock" for an event that could last all day. This also includes using vans instead of school busses with sports that have smaller numbers of athletes, and putting two teams on the same bus if they are traveling to the same area whenever possible.

Permission
The school district administration granted athletic departments of both high schools permission to charge for parking. It was not a requirement, but left up to each school to choose whether they felt they could or should do it. The administration and athletic department at Pickerington Central evaluated the set up of their site, entrances, off street parking, etc. and made a decision not to implement paid parking at this time. The administration and athletic department at Pickerington North chose to implement it.

Parking Fee
The parking fee was set at 2.00 per car. Lots were designated as paid versus no charge. No individual will be turned away if they refuse to pay or are unable to pay. Parking fees go directly to the athletic department and any costs incurred are paid out of the parking fees ( signs etc. ). In order to charge parking for events that we host post season ( sectionals, districts, etc.) parking must be charges during the regular season.

Workers
To date, football quarterback club members have manned the parking lots for all home games. It is our intent that basketball club members will do the same. We expect to have a commitment from the sports clubs prior to any season starting. Each event requires (2) workers for reserved parking and up to (4) for paid parking depending on the event. For regular season games there is only (1) paid lot directly in front of the athletic department office. The remaining High School lot and (2) Junior High lots are free. For post season events all lots are charged.

What sports should participate ?
To date we are trying to implement Football and Basketball. We would like to look at any other large regular season events such as Invitationals. If we are to host other post season events such as districts and regionals, as we have in the past, we have to consider implementing a pay lot before the season starts.

Athletic Booster Club Role
The athletic booster club role can be enormous as we move through implementing parking fees for the first time. Any input would be helpful in planning. Do we want to consider different clubs providing workers for events other than their own sport? Any suggestions are welcome.

Conclusion
It is not the intent of the school district or high school administration to create a perceived financial windfall in charging parking to all of our own parents and residents. That is why implementing parking for all sports all the time in unrealistic. Large events that have many visitors outside the community are the sports that have been selected. If we anticipate that we could be a potential host site for post season events we have to charge regular season parking to charge at those post season events. It is the hope of the athletic department that all parking fees collected for an entire year may cover the transportation costs of a single sport! Yes, transportation of athletes is that costly.