CRG Booster Club Board Meeting Minutes
June 13, 2011
President Report:
1. Introduction of New Board Members
2. Bylaws: Kiora requested Irene (secretary) to review bylaws and make grammatical corrections. Irene will provide to the Board by Wednesday, June 22nd electronically. Irene will also bring paper copies to the next meeting.
3. Expectations of new positions: All new Girls Level and Boys Team Moms were introduced. Expectations of these roles were defined and discussed. Moms were provided the list of families that are/are not members of the Booster Club. These Moms agreed to educate those who are not members about the Booster Club and how the money raised helps all parents with the meet fees, coach’s fees, etc.
4. Irene will develop letter detailing the booster club activities as described above. This letter will be provided to all families that are not current members, along with the membership form. Letter will be provided to Diane for distribution. This will be accomplished by Monday, June 27th.
Treasurer’s Report:
1. Current Financial Information: Brenda provided documentation of the Booster Clubs expenses and profits made for the season. The current balance as of 6/13/2011 was $7353.53.
2. The “Fill the Pit” campaign has concluded.
Banquet Wrap Up:
Approximately 150 were in attendance at the Banquet. Feedback received has been mostly positive as attendees really liked having a private venue Only a handful of surveys were completed and returned. Suggestions made include:
-run the video throughout the evening vs. only once
-have other activities for the kids such as DJ and dance floor
-work on obtaining silent auction items throughout the season as these can be huge money-makers. Many businesses create a ceiling for the year regarding donations. We need to obtain silent auction items at the beginning of the calendar year for the best opportunity to obtain good items.
-Irene contacted Douglas County for availability for Kirk Hall again next year. The dates of April 28th and May 5th are available. Irene will wait to hear from Kiora/Lorelei regarding Lexi’s agreement for the banquet date.
Upcoming Events:
1. Customer Appreciation Day: July 16th from 4pm-7pm
Food: Pizza, water, Gatorade, potential Baskin-Robins Soft Serve ice cream.
Kiora will price healthy items at Costco. Booster Club will be in charge of selling food and beverages at this event.
2. Douglas County Parade: August 6th
a. Lexi would like to have as many kids from the gym to participate as possible. The annual slumber party is being postponed, so this is the big event prior to competition season. Kiora and Lorelei will discuss how to make this a “win win” for participants and the gym. Either t-shirts will be provided to the participants and/or open gym credit can be given to those that participate. Lexi would also like to have an activity following the parade so the participants can have a team-building type of afternoon. Ideas to be submitted to the Booster Club and final decision will be made at July 11th meeting.
Corporate Sponsors:
The committee has been formed. Holly Hinesley, Dana Bullock and Brenna Burkes will be leading this effort. Kiora will provide the current paperwork to Holly and Dana for review/updates. A flyer regarding sponsorship will be given to all parents containing details of the Sponsorship Levels. Many parents are involved with businesses that may be interested. Holly, Dana and Brenna will follow up on Castle Rock Care Center and Wells Fargo.
Kiora and Lorelei will discuss having Lexi possibly join the Douglas County Chamber of Commerce. Since many businesses like to work with other members, Kiora/Lorelei will talk to Lexi about this and the Booster Club will be an active participant in events on behalf of the gym.
Fundraisers:
1. USAgain: Irene will follow up with this organization regarding donation pick up times and how the process works to obtain the money raised from the donations.
2. DU: Vicki will lead this effort again this year.
3. King Sooper Cards: Julie Keim will manage this effort. Information to be provided to parents at the mandatory parent meeting for gymnasts in the competitive division.
4. Tagawa: Updated information is needed from Connie or Julie regarding this.
5. Gifts for Gymnasts at Meets: Team Moms will lead this efforts this season. An idea of having parents purchase for the entire season vs. meet by meet was discussed. Final decision pending Brenda finding a way to manage this effectively.
6. Butter Braids: Diane will lead this effort again this year
7. Team Shirts for Parents: www.customizedgirl.com. Kiora will follow up on this regarding quality of fabric and discount provided.
8. Harvest Festival: This is the Halloween party. More specifics to come at future meetings.
9. Pictures: Diane will research further an opportunity to have customized pictures done of each gymnast. Lorelei also presented a team poster opportunity and if there is a way to make it a fundraiser. More information to follow on this topic.
10. Team Book: Idea presented by Lorelei that each competitive gymnast will have picture in book with facts about him/herself. Irene to research FedEx Kinkos on price of printing this type of book. This will be discussed at the next meeting.
11. Bronco’s Games: KIora explained that we are sharing the with 2 other organizations. She explained that 1 day’s work means $75-$100 that goes into a gymnast’s specific account. This is an excellent way for families that need assistance to maintain a gymnast’s competitive activity by having the money go directly to their account.
12. Bandemiere: Lorelei will contact the raceway as a follow up to Betsy’s contact about selling tickets to events and the gym obtaining a % of the sales.
2012 Budget:
A short discussion was had regarding what the Booster Club’s goals are for 2012. The Club wants to continue with paying all coach’s fees for competive meetings, as well as a goal to pay for all gymnasts’ entry fees to 1 meet this season.
Calendar for 2012:
Booster Club Meetings will be held every month on the Second Monday of the Month. This will begin with July 11th. Meeting will be at 5:30pm.
Other fundraiser dates:
Chick-fil-a: August 13th and 14th
Butter Braids: November 1st
Sweet Tomatoes: Tuesday, August 23rd. 15% of sales between 5pm and 8pm on this date will be given to the gym! This is a new fundraiser and advertising will be critical in making this a success. Flyers will be obtained and families can pick up the flyers at the gym.
Team Building:
This topic was not discussed and will be saved for the next meeting. (Birthday Bags/other ideas)
June 13, 2011
President Report:
1. Introduction of New Board Members
2. Bylaws: Kiora requested Irene (secretary) to review bylaws and make grammatical corrections. Irene will provide to the Board by Wednesday, June 22nd electronically. Irene will also bring paper copies to the next meeting.
3. Expectations of new positions: All new Girls Level and Boys Team Moms were introduced. Expectations of these roles were defined and discussed. Moms were provided the list of families that are/are not members of the Booster Club. These Moms agreed to educate those who are not members about the Booster Club and how the money raised helps all parents with the meet fees, coach’s fees, etc.
4. Irene will develop letter detailing the booster club activities as described above. This letter will be provided to all families that are not current members, along with the membership form. Letter will be provided to Diane for distribution. This will be accomplished by Monday, June 27th.
Treasurer’s Report:
1. Current Financial Information: Brenda provided documentation of the Booster Clubs expenses and profits made for the season. The current balance as of 6/13/2011 was $7353.53.
2. The “Fill the Pit” campaign has concluded.
Banquet Wrap Up:
Approximately 150 were in attendance at the Banquet. Feedback received has been mostly positive as attendees really liked having a private venue Only a handful of surveys were completed and returned. Suggestions made include:
-run the video throughout the evening vs. only once
-have other activities for the kids such as DJ and dance floor
-work on obtaining silent auction items throughout the season as these can be huge money-makers. Many businesses create a ceiling for the year regarding donations. We need to obtain silent auction items at the beginning of the calendar year for the best opportunity to obtain good items.
-Irene contacted Douglas County for availability for Kirk Hall again next year. The dates of April 28th and May 5th are available. Irene will wait to hear from Kiora/Lorelei regarding Lexi’s agreement for the banquet date.
Upcoming Events:
1. Customer Appreciation Day: July 16th from 4pm-7pm
Food: Pizza, water, Gatorade, potential Baskin-Robins Soft Serve ice cream.
Kiora will price healthy items at Costco. Booster Club will be in charge of selling food and beverages at this event.
2. Douglas County Parade: August 6th
a. Lexi would like to have as many kids from the gym to participate as possible. The annual slumber party is being postponed, so this is the big event prior to competition season. Kiora and Lorelei will discuss how to make this a “win win” for participants and the gym. Either t-shirts will be provided to the participants and/or open gym credit can be given to those that participate. Lexi would also like to have an activity following the parade so the participants can have a team-building type of afternoon. Ideas to be submitted to the Booster Club and final decision will be made at July 11th meeting.
Corporate Sponsors:
The committee has been formed. Holly Hinesley, Dana Bullock and Brenna Burkes will be leading this effort. Kiora will provide the current paperwork to Holly and Dana for review/updates. A flyer regarding sponsorship will be given to all parents containing details of the Sponsorship Levels. Many parents are involved with businesses that may be interested. Holly, Dana and Brenna will follow up on Castle Rock Care Center and Wells Fargo.
Kiora and Lorelei will discuss having Lexi possibly join the Douglas County Chamber of Commerce. Since many businesses like to work with other members, Kiora/Lorelei will talk to Lexi about this and the Booster Club will be an active participant in events on behalf of the gym.
Fundraisers:
1. USAgain: Irene will follow up with this organization regarding donation pick up times and how the process works to obtain the money raised from the donations.
2. DU: Vicki will lead this effort again this year.
3. King Sooper Cards: Julie Keim will manage this effort. Information to be provided to parents at the mandatory parent meeting for gymnasts in the competitive division.
4. Tagawa: Updated information is needed from Connie or Julie regarding this.
5. Gifts for Gymnasts at Meets: Team Moms will lead this efforts this season. An idea of having parents purchase for the entire season vs. meet by meet was discussed. Final decision pending Brenda finding a way to manage this effectively.
6. Butter Braids: Diane will lead this effort again this year
7. Team Shirts for Parents: www.customizedgirl.com. Kiora will follow up on this regarding quality of fabric and discount provided.
8. Harvest Festival: This is the Halloween party. More specifics to come at future meetings.
9. Pictures: Diane will research further an opportunity to have customized pictures done of each gymnast. Lorelei also presented a team poster opportunity and if there is a way to make it a fundraiser. More information to follow on this topic.
10. Team Book: Idea presented by Lorelei that each competitive gymnast will have picture in book with facts about him/herself. Irene to research FedEx Kinkos on price of printing this type of book. This will be discussed at the next meeting.
11. Bronco’s Games: KIora explained that we are sharing the with 2 other organizations. She explained that 1 day’s work means $75-$100 that goes into a gymnast’s specific account. This is an excellent way for families that need assistance to maintain a gymnast’s competitive activity by having the money go directly to their account.
12. Bandemiere: Lorelei will contact the raceway as a follow up to Betsy’s contact about selling tickets to events and the gym obtaining a % of the sales.
2012 Budget:
A short discussion was had regarding what the Booster Club’s goals are for 2012. The Club wants to continue with paying all coach’s fees for competive meetings, as well as a goal to pay for all gymnasts’ entry fees to 1 meet this season.
Calendar for 2012:
Booster Club Meetings will be held every month on the Second Monday of the Month. This will begin with July 11th. Meeting will be at 5:30pm.
Other fundraiser dates:
Chick-fil-a: August 13th and 14th
Butter Braids: November 1st
Sweet Tomatoes: Tuesday, August 23rd. 15% of sales between 5pm and 8pm on this date will be given to the gym! This is a new fundraiser and advertising will be critical in making this a success. Flyers will be obtained and families can pick up the flyers at the gym.
Team Building:
This topic was not discussed and will be saved for the next meeting. (Birthday Bags/other ideas)
