Asheville High School Cougar Booster Club
March 14, 2016
AHS Alumni Conference Room
5:30
3/14 Meeting Minutes in red text
Opening comments: Introductions / Name your student athlete / Your Booster Role
In Attendance / email address / Role
Rebecca Tucker / [email protected] / President
Sonita Warren Dixon / [email protected] / Coach
Joyce Best / [email protected] / Principal
Bryce Sloan / [email protected] / Cougar Wear
Shannon O’Neill / [email protected] / Cougar Wear
Melanie Robertson / [email protected] / Concessions
Amy Parker / [email protected] / concessions, whatever!
Sara Metzger / [email protected] / Vice President
Lance Abernathy / [email protected] / Athletic Director
Nancy Hutchins / [email protected] / membership
Lucy Sawyer / [email protected] / secretary
OFFICERS VOTE:
2015-2016 Executive Board Positions to be filled: immediate installment
President - Rebecca Tucker
Vice-President - Sara Metzger
Concessions Team Leader - Melanie Robertson
3/14/16: Vote taken - Approved unanimously
Proposed 2016-1017 Executive Board
President - Rebecca Tucker
Vice-President - Sara Metzger
Secretary - Lucy Sawyer
Treasurer - Annie Orr
Membership - Nancy Hutchens
Banners - ??
Programs - ??
Concessions - Melanie Robertson
Cougar Wear - Bryce and Steve Sloan
changing to Shannon O’Neil for 16-17 decided 3/14/16
Athletic Director - Lance Abernathy
Principal - Joyce Best
Current Board Members at large
Banners - Erin Mosher, Jill Jones
Concessions - Donna Stringer, Craig Hall, Josh Taeger, Amy Parker
Cougar Wear - Shannon O’Neil
New for 2016-17: Shannon O’Neill will move to lead of cougar wear; Bryce and Steve moving to Cougar Wear at Large members
Spring Sport Representatives
Baseball Team Parent -
Women’s Soccer Team Parent -
Men’s Golf Team Parent - Jim Taylor
Men’s Tennis Team Parent - Amy Kelso
Track Team Parent - Denise Turner
Softball Team Parent -
Shannon George - soccer parent
Mission statement
The Asheville High School Cougar Boosters is a registered 501c(3) organization of parents, staff, alumni, and friends linked by a common desire to support the student athletes of our school. Our primary purpose is to aid and encourage the development of the AHS athletic program both financially and as volunteers in its activities. We strive to enrich every student’s high school experience by promoting school spirit and encouraging athletic participation.
Corporate Business:
501 c(3) The Booster Club is current with the NC Secretary of State as a non-profit in good standing
By-Laws Current By-laws were written in 2000. The may have been adopted as written, but they have not been modified. Conversations with past board members (including founding members) said they were created to “check a box” for incorporation.
The corporate documents need to be kept with the executive board, as well as on file with the school. They should be considered public documents.
Secretary’s Report:
. Minutes of ad-hoc gathering
February 18th - Ms. Best’s office
VOTE: accepted ad hoc minutes
. New emails from Spring Sports parents - Lucy will add new team emails and will add unsubscribe notice to all all emails; Lucy will update signature for Booster emails
. Sign up Genius - right now Soccer only; Lucy will add April 5th soccer
. New business - none
Treasurer’s Report:
. Profit & Loss to date
. Insurance A general liability insurance policy is held by the Booster Club, and is renewed annually. The treasurer currently holds this information.
. New Business
The Booster Club adds approximately $30,000 to the Athletic Director’s budget annually.
Board Reports:
Membership
. $13,481 Net profit
. (Proposal from Rebecca and Sara) Consider - New Structure for Membership dues:
Work two sessions in any season concession stand - voting rights/ sport passes not included
$10 per year per family - voting rights/ sport passes not included
$50 Cougar Patron - voting rights/ recognition/ sport passes not included
$75 Individual Cougar pass - voting rights/ single, non-transferrable pass to all 2016-2017 regular season home games
$225 New-Family Cougar pass - voting rights/ non-transferrable passes(for immediate family members) to all 2016-2017 regular season home games
$125 Renewable Family Cougar pass for second year and on Cougar Club members - retains all privileges of Family Cougar Pass
. New Business
Membership to the Booster Club is primarily a fundraiser. The initial benefit of becoming a member is to receive entrance to all home sport events. The long term benefit is to add to the Booster’s bottom line to support the Booster’s mission.
Notes from discussion:
Concessions
. $14,950 Net profit to date
. Cleaning and Inspection
Erin Forman
828-450-5074(cell)
[email protected]
. Volunteers - One does not have to be a voting Booster member to work in the concession stand Any parent committed to supporting student athletes should step up.
. Dates the Full Concession/ limited concession will be open
. Hot dog cart concept
. Healthy options
. New Business
Melanie reports that Basketball concessions clean, but ---- is a mess and won’t pass inspection. Melanie is going to try to get volunteers to help clean out visitor’s side tomorrow (3/15) and then get inspector (Erin) to inspect after that.
Melanie wants to build the team parents to help get concession workers
Josh Tager is going to continue to buy for concessions
Banners
. $11,125 Net profit
. Banners have moved back to the field
. New business
No representative from Banners present - not sure where we stand with this
Cougar Wear
. $2,780 Net profit
. Status of stock & reorder
. NEED: New Pop-up tent
. New business
Programs
. ($451) Loss in revenue
. Continue to produce?
NEW BOOSTER OPPORTUNITIES:
Web Site
. In process by an independent contractor - what should its main focus be?
. Will include membership information
. Will host the sign up genius in an easy to find location
. Will have the ability to link with pay-pal
. Start-up expense will be less than $200
. Domain cost will be about $4 per month - paid with Booster debit card
. School web controller will add the Booster Club URL under the Parents tab and the Sports tab
50/50
. Booster club would need a Chairperson(s)
. Brainstorming conversations still represent the frustration: Too few games...Too many teams.
. Motivation to sell tickets if your team will not see immediate funding
. School wants to hand this off… how can it work best for the Boosters?
Fundraising Ideas
. Theme baskets to auction - would work for basketball season better than 50/50
. Others:
Scholarships
. Keeping the educational goals of competition and values of team sports, to fund one male and one female athlete to further their education. Seniors only
. Coach recommendation - to support an athlete regardless of success in competition
. Amount?
Discussion: how would these athletes be chosen? - tabled
Next Meeting: Monday, April 11th at 5:30
Adjournment 6:45pm
March 14, 2016
AHS Alumni Conference Room
5:30
3/14 Meeting Minutes in red text
Opening comments: Introductions / Name your student athlete / Your Booster Role
In Attendance / email address / Role
Rebecca Tucker / [email protected] / President
Sonita Warren Dixon / [email protected] / Coach
Joyce Best / [email protected] / Principal
Bryce Sloan / [email protected] / Cougar Wear
Shannon O’Neill / [email protected] / Cougar Wear
Melanie Robertson / [email protected] / Concessions
Amy Parker / [email protected] / concessions, whatever!
Sara Metzger / [email protected] / Vice President
Lance Abernathy / [email protected] / Athletic Director
Nancy Hutchins / [email protected] / membership
Lucy Sawyer / [email protected] / secretary
OFFICERS VOTE:
2015-2016 Executive Board Positions to be filled: immediate installment
President - Rebecca Tucker
Vice-President - Sara Metzger
Concessions Team Leader - Melanie Robertson
3/14/16: Vote taken - Approved unanimously
Proposed 2016-1017 Executive Board
President - Rebecca Tucker
Vice-President - Sara Metzger
Secretary - Lucy Sawyer
Treasurer - Annie Orr
Membership - Nancy Hutchens
Banners - ??
Programs - ??
Concessions - Melanie Robertson
Cougar Wear - Bryce and Steve Sloan
changing to Shannon O’Neil for 16-17 decided 3/14/16
Athletic Director - Lance Abernathy
Principal - Joyce Best
Current Board Members at large
Banners - Erin Mosher, Jill Jones
Concessions - Donna Stringer, Craig Hall, Josh Taeger, Amy Parker
Cougar Wear - Shannon O’Neil
New for 2016-17: Shannon O’Neill will move to lead of cougar wear; Bryce and Steve moving to Cougar Wear at Large members
Spring Sport Representatives
Baseball Team Parent -
Women’s Soccer Team Parent -
Men’s Golf Team Parent - Jim Taylor
Men’s Tennis Team Parent - Amy Kelso
Track Team Parent - Denise Turner
Softball Team Parent -
Shannon George - soccer parent
Mission statement
The Asheville High School Cougar Boosters is a registered 501c(3) organization of parents, staff, alumni, and friends linked by a common desire to support the student athletes of our school. Our primary purpose is to aid and encourage the development of the AHS athletic program both financially and as volunteers in its activities. We strive to enrich every student’s high school experience by promoting school spirit and encouraging athletic participation.
Corporate Business:
501 c(3) The Booster Club is current with the NC Secretary of State as a non-profit in good standing
By-Laws Current By-laws were written in 2000. The may have been adopted as written, but they have not been modified. Conversations with past board members (including founding members) said they were created to “check a box” for incorporation.
- These need to be modified and updated to accurately represent the Booster Club as it exists today.
The corporate documents need to be kept with the executive board, as well as on file with the school. They should be considered public documents.
Secretary’s Report:
. Minutes of ad-hoc gathering
February 18th - Ms. Best’s office
VOTE: accepted ad hoc minutes
. New emails from Spring Sports parents - Lucy will add new team emails and will add unsubscribe notice to all all emails; Lucy will update signature for Booster emails
. Sign up Genius - right now Soccer only; Lucy will add April 5th soccer
. New business - none
Treasurer’s Report:
. Profit & Loss to date
. Insurance A general liability insurance policy is held by the Booster Club, and is renewed annually. The treasurer currently holds this information.
. New Business
The Booster Club adds approximately $30,000 to the Athletic Director’s budget annually.
Board Reports:
Membership
. $13,481 Net profit
. (Proposal from Rebecca and Sara) Consider - New Structure for Membership dues:
Work two sessions in any season concession stand - voting rights/ sport passes not included
$10 per year per family - voting rights/ sport passes not included
$50 Cougar Patron - voting rights/ recognition/ sport passes not included
$75 Individual Cougar pass - voting rights/ single, non-transferrable pass to all 2016-2017 regular season home games
$225 New-Family Cougar pass - voting rights/ non-transferrable passes(for immediate family members) to all 2016-2017 regular season home games
$125 Renewable Family Cougar pass for second year and on Cougar Club members - retains all privileges of Family Cougar Pass
. New Business
Membership to the Booster Club is primarily a fundraiser. The initial benefit of becoming a member is to receive entrance to all home sport events. The long term benefit is to add to the Booster’s bottom line to support the Booster’s mission.
Notes from discussion:
- Nancy notes that membership has stayed the same for years. Our Booster pass is a bargain. Some schools do a $50 student pass. AHS does a $75 student pass.
- Coach Sonita suggested need for a student pass for current students only for $50
- Discussed ideas for a student pass that can’t be passed around
- Need a way to make all booster passes more secure
- QR code ?
- Sunita shared info from coaches clinic - different color w/picture on laminated card
- For student passes - maybe a sticker for student photo id?
- Ms. Best will check on giving Boosters access to CD of student photos
- Discussed ideas for a student pass that can’t be passed around
- Need to let passholders know which gate to use ahead of games (especially football) - need to troubleshoot this for games other than football
- Sara and Rebecca propose a fee structure for a fee for voting rights
- Discussion about what would entice parents to want to pay for the right to vote
- Discussion about what would entice parents to want to pay for the right to vote
- Rebecca proposes that the big fall sports meeting be a Booster meeting and that this is where the big push for Booster Membership happens. Discussion on this tabled
Concessions
. $14,950 Net profit to date
. Cleaning and Inspection
Erin Forman
828-450-5074(cell)
[email protected]
. Volunteers - One does not have to be a voting Booster member to work in the concession stand Any parent committed to supporting student athletes should step up.
. Dates the Full Concession/ limited concession will be open
. Hot dog cart concept
. Healthy options
. New Business
Melanie reports that Basketball concessions clean, but ---- is a mess and won’t pass inspection. Melanie is going to try to get volunteers to help clean out visitor’s side tomorrow (3/15) and then get inspector (Erin) to inspect after that.
Melanie wants to build the team parents to help get concession workers
Josh Tager is going to continue to buy for concessions
- Proposal is for Varsity parents to work concessions for JV games? (Lucy didn’t understand this conversion - clarify with Melanie)
- Hot Dog Cart for home softball games? Melanie does not have a lead on this yet
- Rebecca has ideas for healthier concessions - Luella’s prepackaged salads
- Rebecca sent an email to Luella’s contact to explore this and/or BBQ sandwiches
- Rebecca sent an email to Luella’s contact to explore this and/or BBQ sandwiches
- Using the Athletic calendar to map out sign up genius
Banners
. $11,125 Net profit
. Banners have moved back to the field
. New business
No representative from Banners present - not sure where we stand with this
Cougar Wear
. $2,780 Net profit
. Status of stock & reorder
. NEED: New Pop-up tent
. New business
- Coach Abernathy has a connection for t-shirts at low cost ($3-$5)
- Rebecca has a screen printing connection (her brother)
- Coach will work w/Cougar wear and look into exploring a lower cost t-shirt
- Principal Best suggested the student run screen printing
- Voted and approved purchasing a new pop-up and a rolling cart; will look for cardinal red pop-up if not too much more expensive than a standard color
Programs
. ($451) Loss in revenue
. Continue to produce?
- Still have about 125 left over
- Discuss in google document whether or not to continue to produce
NEW BOOSTER OPPORTUNITIES:
Web Site
. In process by an independent contractor - what should its main focus be?
. Will include membership information
. Will host the sign up genius in an easy to find location
. Will have the ability to link with pay-pal
. Start-up expense will be less than $200
. Domain cost will be about $4 per month - paid with Booster debit card
. School web controller will add the Booster Club URL under the Parents tab and the Sports tab
- Rebecca updated progress on new Booster web page
- Present members gave her the go ahead and Rebecca update Booster Board on progress via google doc
50/50
. Booster club would need a Chairperson(s)
. Brainstorming conversations still represent the frustration: Too few games...Too many teams.
. Motivation to sell tickets if your team will not see immediate funding
. School wants to hand this off… how can it work best for the Boosters?
- Do Boosters want to take this on? How do Boosters benefit?
- 6 games / 6 teams
- Conversation tabled
Fundraising Ideas
. Theme baskets to auction - would work for basketball season better than 50/50
. Others:
- Raffle basket idea not picked up by anyone - appeared to be dropped in favor of running 50/50 like a raffle (5 tickets for price of 4)
- Also put name and phone on 50/50 ticket so person doesn’t have to be there to win
Scholarships
. Keeping the educational goals of competition and values of team sports, to fund one male and one female athlete to further their education. Seniors only
. Coach recommendation - to support an athlete regardless of success in competition
. Amount?
Discussion: how would these athletes be chosen? - tabled
Next Meeting: Monday, April 11th at 5:30
Adjournment 6:45pm
