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May Meeting Minutes - PENFIELD PATRIOTS SPORTS BOOSTER CLUB

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May Meeting Minutes - PENFIELD PATRIOTS SPORTS BOOSTER CLUBMay Meeting Minutes - PENFIELD PATRIOTS SPORTS BOOSTER CLUB 1 PENFIELD PATRIOTS SPORTS BOOSTER CLUB Minutes for 5/17/10 TITLE/SPORT: REPRESENTATIVES PRESENT: Athletic Director Pete Shambo President Vice President Nancy Willer Secretary Chris Evans Treasu...

May Meeting Minutes - PENFIELD PATRIOTS SPORTS BOOSTER CLUB
May Meeting Minutes - PENFIELD PATRIOTS SPORTS BOOSTER CLUB 1 PENFIELD PATRIOTS SPORTS BOOSTER CLUB Minutes for 5/17/10 TITLE/SPORT: REPRESENTATIVES PRESENT: Athletic Director Pete Shambo President Vice President Nancy Willer Secretary Chris Evans Treasurer Chuck Fogle Assistant Treasurer Bill Connal Assistant Principal, Bay Trail Bay Trail Representative School Board Rep Barb Babiarz Student Rep Varsity Club Co-Advisor Varsity Club Co-Advisor Webmaster Tom Lynd Baseball Basketball Boy’s Debbie Lynd Basketball Girl’s Basketball Girl’s Bowling Brandon Fox Cheerleading Cross Country Boy’s Cross Country Girl’s Field Hockey Football Golf Boy’s David Uhazie Golf Girl’s Gymnastics Jeffrey Cook Ice Hockey Lacrosse Boy’s Jim Huntington Lacrosse Girl’s Bill Connal Senior Bash Nancy Willer Skiing Alpine Skiing Nordic Heather Hansen Soccer Bay Trail Soccer Boy’s Soccer Girl’s Nancy Willer Softball Anne Zehler Swimming Boy’s Kay Gerlach Swimming Girl’s Tennis Boy’s Chris Evans Tennis Girl’s Beth Gawronski Track Indoor Boy’s (need a rep) Track Indoor Girl’s Track Spring Boy’s (need a rep) Track Spring Girl’s Mary Holleran Volleyball Boy’s Rhonda Sangster Volleyball Girl’s Wrestling Please let Chris Evans or Beth Gawronski know if you forgot to sign in – Thank you! Meeting was called to order at 7:03 p.m. 2 REVIEW OF MINUTES: - April minutes were amended to correct some typos and add a PDF file - Motion to accept April minutes was made by Mary Holleran - Motion seconded by Bill Connal - All in favor (approved as amended) ATHLETIC DIRECTOR’S REPORT: Pete Shambo , Core course GPA online o Go to School website; click on Athletics; click on Sports Links to find the link , Added a do-it-yourself recruiting section as well o Pete does not stress recruiting but more the overall experience o Athletics may help you get into the school you want; no guarantee of scholarship , Fall parent meeting will have someone talk about NCAA again (back in auditorium) , Fundraising idea for “getting sponsored” – see Pete if want more information , Facilities: o Close to approving JV baseball diamond (plan to sign off soon) o Added two electrical outlets o Industrial level cord being installed to power clock o Sound system still a work in process – need dry weather to finish installing , Pete wants it ready for track sectionals o West Gym East Side – Pete traded out water fountain for sound-system closet , Direct access during events through a padded door (open with key) o Two rooms will be asbestos-abated this summer o Track & Field: two rails for steeple chase race will be installed for sectionals th, Wednesday, May 26 is “Signing Day Celebration” o Do not have to be receiving a scholarship; just intend to play sports in college th, June 14 is MVP/MIP get together to celebrate all athletes who won these awards , Banquets are becoming optional – pizza parties are fine , Open positions posted: Boys JV Volleyball Coach; Boys Soccer Modified Coach th, June 9 is Fall coaches’ meeting SCHOOLBOARD REP: Barb Babiarz , Budget vote and school board member elections are tomorrow (5/18) , Special Ed: there will be changes at the elementary level so the kids stay in same school for 5 years rather than moving every couple years o Staff may wind up moving more than the kids , New interactive online Math and Science books approved , Per Pete: When sending out emails, please be aware that Boosters are a non-political group TREASURER’S REPORT: Chuck Fogle , Outside CPA finished 990 and NYS Charity form , Law is changing for non-profits: o Will need to verify internal controls through people in addition to Chuck , Tightening down on all bank balances o Bank reconciliations done every month o May get some interest reflected on your individual accounts , Chuck cannot give unlimited access to tax-exempt forms because he needs to keep tight control over them 3 o If you need it, Chuck will get it out to you right away , Anything relative to high school athletics needs to run through Chuck’s books so that the numbers are not distorted by people keeping their own accounts o $307,000 was run through the Global Booster accounts last school year o Boosters are the only approved group that is supposed to do fundraising o Pete will strongly suggest over the next 2 months that every sport participate rather than keeping their individual accounts (which they keep for convenience) o Pete feels it is necessary to get all sports to participate o Per Chuck, it’s a serious infraction to keep separate accounts o A question was raised about documenting non-participating teams in the minutes o Pete will meet with the teams as needed and strongly encourage them to adhere due to legal implications so we can protect our non-profit status STUDENT REP: Alex Bourcy (not present – nothing to report) FUNDRAISING/GOLF TOURNAMENT: Karin Wilson (not present) Pete Shambo reports: , Flat fee to the golf club $4400 (44 golfers x $100 each) to guarantee the date (Friday, 7/30) , Noon start – provide lunch and dinner , Raffle basket and foursome reminder – please be sure your team is participating MEMBERSHIP: Kathy Meyer (not present) , Membership has remained the same per Bill Connal CONCESSIONS: Jim Huntington (Concessions Committee) , Just doing pizza if small crowds anticipated (do not involve Gary Brockler for small crowds) , His/Her invitational made $1,800 split between 3 groups for track , Expect to make much more at Sectionals , Lacrosse and Track going at same time helps make more money , Coffee machine is great , Protocol for rubber gloves: not handling both food and money with gloves on , First year is proving to be a learning experience , It is important to realize the need to have concessions for people – good hospitality , Still waiting for ice cream freezer , Cannot get water in middle sink , Learning the logistics of managing the space behind the counter , Have to figure out how to keep drinks cold , Jim Huntington made a proposal to amend the Fall sports concessions lottery to happen before stAugust 31 (rather than in May) because the sports schedules are not finalized yet in May WEBMASTER: Tom Lynd , Summer camp information (brochures) getting posted online , A question was asked about getting it linked to Sports schedule rather than under Athletics link PRESIDENT’S REPORT: Tom VanThof (not present) – see Vice President’s Report 4 VICE PRESIDENT’S REPORT: Nancy Willer Slate of Officers for next year: President: Nancy Willer Vice President: Heather Hansen Treasurer: Chuck Fogle Assistant Treasurer: Bill Connal Secretary: Laura Bourcy Webmaster: Tom Lynd Concessions: Standing Committee rather than individual person Golf Tournament: Karin Wilson Facilities: Pete Shambo will handle facilities and insurance Membership: Kathy Meyer , Motion to accept the slate: Jim Huntington , Seconded by: Beth Gawronski , All in favor NEW BUSINESS , Chicken dinners tomorrow during voting to support Girls Basketball , IMPORTANT to have a rep at each booster club meeting – we want everybody to have a say , Bill Connal motioned to end the meeting; Rhonda Sangster seconded the motion , The meeting was adjourned at 8:30pm , The next Global Booster Club meeting will be on Monday, June 14th at 7pm in A-1
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