November 1st Booster Club Meeting Minutes
Westwood High School Soccer Booster Club
Booster Club Committee Meeting
Date: November 1, 2010
Time: 7:00 PM
Place: Library
Meeting called to Order at 7:02 pm.
Attendees: All board members were present along with a group of parents.
I. Introductions
Leah Nyfeler welcomed everyone and each board member introduced themselves, their position and their player’s name.
II. Recognition of new Committee Chairs and Current Openings
Leah recognized the new committee chairs and each committee chair present introduced themselves. The current openings are Women's Concessions Coordinator and Women's DVD.
III. Treasurer’s Report
Bob didn’t have much to report as not a lot had changed since the last meeting. The booster club has a balance of $16,535.
Leah introduced some information about the budget. The soccer program has a budget of $5,700 from RRISD.
Leah also introduced the items that the booster club typically pays for:
Yearbook pages for seniors
Out-of-town pre-season tournaments
Banquet – most significant expense last year
Scholarship – we want to bring this back if possible
Senior Recognition
Operational costs (copies, etc.)
Memory Book
Fundraiser items – we purchase and then sell
Concessions – we purchase and then sell
Insurance
Coaches’ clinics
Soap
Field maintenance
Leah then introduced the items that the coaches had requested. Coach K had not had time to compile a list, but Coach D’s list is as follows:
Soccer balls - $600
Black jerseys - $750
Warm-ups - $700
Linda Johnson asked how much money we typically carry from year to year. Bob said that we should have a minimum of $10,000.
A question was asked if we have a Tax ID since we are a 501C3 – Bob responded that we do.
Questions were asked about the soccer chicks shirts – where does the money go? According to Terri Engel, if a profit is made, it will be donated back to the booster club.
IV. Committee Reports
1. Concessions – Chris will be mapping schedules to software, so that at Spirit Night, he can create distribution lists and send out notification to parents.
2. Seat Cushions – Chris has placed an order and the cushions were not done correctly; they are redoing the order and hope to have in 10 days. The cushions this year will be generic with a Warrior W and no soccer ball, in order to sell to the entire Westwood population.
3. Blankets – Leah said that we have sold quite a few this year and will have a booth at Thursday Night lights (can sell cushions there too). Bob stated that we have already sold $2000 of blankets. This was more than blankets and seat cushions combined last year. Blankets are taxed and seat cushions are non-taxed.
4. Spirit Wear – Terri Engel said that we will offer the same items this year as we did last year. Coach K will have some required shirts and so will Coach D.
5. Poster – Paul Coplen simplified the process this year. This is the 3rd year of the poster and each year, it grows. He went over the different poster donation levels. Last year, we made $2000 from the posters. Coach K asked if we could have a sponsor page on the soccer web site. The football web site does have sponsors. We need to investigate.
V. Coaches’ Corner
Coach D – thanked the people who had met with Loerwald (RRISD Athletic director) to talk about the budget. The budget was larger than he knew about. He will order socks through the district; he hopes to borrow a camera from the library – Bob mentioned that a parent had volunteered to donate one and would send Coach D the information.
Coach K – waiting on numbers for what he will need to purchase. Hoping to know more tomorrow.
VI. New Business
Spirit Night / Potluck – Linda Johnson has volunteered to coordinate this. Do we need a facility use permit? Leah said that we have already reserved Dining Room 2. Coach K mentioned that there would be a boys’ scrimmage that night. Some suggestions were made on splitting up the food assignments per grade level (i.e., Seniors bring main dish, Juniors bring side dish, etc). Linda was going to figure that out. The board will purchase paper items and handle all fees / permits. Leah will add this in the newsletter out the week after Thanksgiving.
Suggestions for potluck / spirit night schedule:
- 6:30 – start taking forms
- 7:00 – Dinner starts
- 7:30 – Coaches address group
- 8:00 – adjourn
Linda asked if it was possible to have programs for games listing the players’ names and number.
VII. Drawing!
There was a drawing held for Alamo Draft House tickets. Susan High won!
Meeting adjourned at 8:14 pm.
Submitted by Robin Raddatz.
October 4th Booster Club Meeting Minutes
Westwood Soccer Booster Club
Meeting Notes 10-04-10
In Attendance: All board members were present along with a large group of parents!
I. Meeting called to Order at 7:05 pm.
II. Introductions
Leah Nyfeler welcomed everyone and introduced the board and the committee chairs that were present. She also talked about the parliamentarian position and mentioned that we were looking for a parliamentarian. A list was passed around for parents to volunteer for certain committees.
III. Formal Vote on New Co-Presidents
Denise Davies made a motion to accept Chris Gardini and Doug Leininger as the new vice-presidents of girls and boys respectively. Terri Engel seconded the motion. A vote was held and the booster club elected them.
IV. Treasurer's Report
Bob presented the Treasurer's Report.
V. Spirit Wear
Terri Engel introduced the designs for this year’s spirit wear. She introduced the different logo’s and the available clothing that will be available.
There will also be seat cushions available. They will be black with the logo, but no soccer ball in order to make them desirable to the student/parent population at Westwood.
VI. Poster Fundraiser Launch
Paul Coplen and James Nyfeler introduced the poster fundraiser. Paul has been able to get Hellas construction to sponsor the poster creation costs, so the posters themselves will be free. There will be 3 different levels of sponsorship.
- $100 – ad on one poster (boys or girls)
- + $10 – ad on both posters
- + $15 – ad on both posters, plus add in the memory book.
VII. Coaches' Corner
Coach Donahue reported that the girls are excited for this year as they have a lot of returning players. They will need help funding white/black jerseys, balls, socks/shorts, some extra parka’s, warm-ups and scrimmage vests.
Coach Kawazoe thanked everyone for coming. The boys’ team has lost some players this year, but are still looking forward to the upcoming season. He will need help funding some practice kits to help kids who can’t afford them, scrimmage vests, balls and goalkeeper equipment. There are currently 55 players signed up for soccer. Hopefully there will be more to try out as he would like to have around 22 per team. He concluded by asking the booster club to consider providing game day refreshments for the Freshman and JV boy's teams.VIII. New Business
Leah was pleased with the fact that people had signed up on the volunteer sheet.
Jeff Bowers asked if the funding from the booster club was for both teams – Bob said that it was and that there was one pool of money for both programs. Boys generally get a little more as they field 3 teams and the girls field two.
Leah mentioned that at next month’s meeting we will plan the December potluck and spirit night.
Coach Kawazoe will have a mandatory meeting for all boy soccer players in October. Tryouts will start the Monday after Thanksgiving.
If any parents know of anybody else who would like to help out, please let us know!
James Nyfeler is looking for some feedback on good music for the DVD’s produced at the end of the year.
Julie Curby needs a volunteer on October 15 to help set up a table to sell blankets at the football game. Katherine said she would give her some names.
Concessions signup will be discussed in November.
IX. Blanket DrawingThere was a drawing held for a free blanket. This drawing was open to all booster club members who were present at the meeting. Kathy Richard won!
X. Meeting adjourned at 8:12 pm.
Minutes taken by Robin Raddatz.
May 3rd Booster Club Meeting Minutes
Westwood Soccer Booster Club
Meeting Notes 05-03-10
In attendance: Coach Kawazoe, Coach Donahue, Denise Davies, Leah Nyfeler, Mark Anderson, Bob LeConte, Robin Raddatz.
I. Meeting called to order at 7:08pm.
II. Elections.
The following officers were elected for the 2010-2011 season:
Boys Co-President Leah Nefeler Girls Co-President Katherine Bevins Treasurer Bob LeConte Secretary Robin Raddatz The following positions were discussed and need to be confirmed of filled:
Boys Co-President Girls Co-President Boys Scorekeeper Doug Leininger Girls Scorekeeper Boys Timekeeper James Davies Girls Timekeeper Boys Concessions Tatchi Lay Girls Concessions Open Blanket Sales Julie Curby Boys DVD Production James Nyfeler Girls DVD Production Mike Speed Programs Jaclyn Reilman Spirit Wear Cindy Roosken Concession Buyers Denise Davies and Lynn O'Donnel Poster Sales Paul Coplen and James Nyfeler
III. Next Year
A. Bob suggested that players fill out forms with accurate email addresses for themselves and their parents. This would ensure that everyone has an equal opportunity to participate in the fundraising activities.
B. The group discussed various ideas to cover fundraiser commitments (each family would pick one):
1. Donate a specific amount (amounts of $50-$300 were suggested).
2. Sell fundraiser cards.
3. Sell ads for team posters.C. The board agreed to get a jump on the season by creating a flyer in order to sell items (blankets, scarves, etc) at football games and fish camp. The flyer should should include a picture of the items we are trying to sell.
D. Bob suggested that we have multiple distribution lists (boys, girls, all, players only) for better communication.
E. It was suggested that Dathan put a merchandise tab on the web page once we resolve any tax implications from selling 24/7.
F. Coach D suggested that we set clear expectations of each member of the program in early December.
IV. Future Board Business
The next board meeting will be scheduled for the end of June. At that meeting the board will schedule the remaining meetings for the first Monday of each month.
V. Meeting adjourned at 8:18pm.
Minutes taken by Robin Raddatz.
February 8th Booster Club Meeting Minutes
Westwood Soccer Booster Club
Meeting Notes 02-08-10
In attendance: Coach Kawazoe, Coach Donahue, Denise Davies, Leah Nyfeler, Mark Anderson, Bob LeConte, James Nyfeler, Paul Coplen, Linda Johnson, Jeff Johnson, Doug Leininger, Katherine Bevins, Virginia Blaschke, Terri EngelI. Meeting called to order at 7:05PM
II. IntroductionsDenise Davies made introductions of coaches and parents in attendance, and Leah Nyfeler thanked parent volunteers for their efforts so far, particularly those present (Paul Coplen-poster, James Nyfeler-poster, Doug Leininger-Timing, Virginia Blaschke-concessions, Terri Engel-spirit wear) and recognized Lynn O’Donnell, who has been supplying the concession stand.
III. Coaches' reports
Coach Donahue: Team had slight glitch at start but will be back on track soon.
Coach Kawazoe: Freshmen improving. Trying to get all 3 teams on track soon.IV. Old Business
A. Concessions: Virginia Blaschke (girls’ side concessions chair) went over recent activity. Denise Davies discussed arranging pizzas for games, working out concession responsibilities for regional's, and how McNeil uses parent donations to stock concession stand.
B. Poster: Paul Coplen reported that it has been a good year for the poster, which features teams and ads. All expressed interest in starting work on poster earlier for next year, so that parents can be more fully involved in process and posters can come out at beginning of season.
C. Donation letter: Leah Nyfeler asked parents for comments and feedback on the donation letter sent out earlier. Some expressed fear that amount asked for was too little; discussion was held on making the poster a more active means of meeting donation; reiterated need to start earlier with parents. Spirit wear or items applicable to the whole school were discussed as a means of bringing in money from sources other than our own parents (blanket is an excellent cross-over spirit item).
V. New Business
A. Denise Davies called for volunteers to help with end-of-season banquet; someone is needed to decorate tables and organize senior gifts. Date not set yet, but most likely a Friday towards the end of April.
B. Denise Davies called for someone to take on organizing the Senior Profiles (someone for girls and someone for boys), and it was agreed that senior parents to step up to make this special.
VI. Open Discussion
A. Parents asked when next booster club meeting will be held; dates will be posted to web site well in advance.
B. Linda Johnson volunteered her name for consideration as Girls Co-President for 2011 season.
C. Katherine Bevins expressed interest in informal meetings of parents to promote interest in booster club activities; happy hours were suggested.
D. Paul Coplen discussed the possibility of hosting a poster party as a way to meet and mingle (the Coplens hosted a party last year).
F. Leah Nyfeler pointed out that official booster club meetings are required to be held on school grounds and attended by administrative personnel, so official meetings cannot be combined with parties or happy hours off-site.
VII. Meeting adjourned at 7:56PM
Minutes taken by Leah Nyfeler