Asheville High School Cougar Booster Club
April 11, 2016 AHS Alumni Conference Room 5:30p
Minutes in Bold & Underlined
In Attendance:
Sara Metzger ,Tracey Whitehouse, Ted Duncan, Lucy Sawyer, Melanie Robertson, David Burnette, Shannon O’Neill, Nancy Hutchins, William Irby, Lance Abernathy, Rebecca Tucker
2016-1017 Executive Board
President - Rebecca Tucker Additional comments will be green
Vice-President - Sara Metzger My notes are purple-Sara
Secretary - Lucy Sawyer
Treasurer - Annie Orr
Membership - Nancy Hutchins My notes will be in red.
Banners - ??
Programs - ??
Concessions - Melanie Robertson My notes are pink
Cougar Wear - Shannon O’Neil
Athletic Director - Lance Abernathy
Principal - Joyce Best
Current Board Members at large
Banners - Erin Mosher, Jill Jones
Concessions - Donna Stringer, Craig Hall, Josh Tager, Amy Parker
Cougar Wear - Bryce and Steve Sloan
Spring Sport Representatives
Baseball Team Parent - Tracey Whitehouse
Women’s Soccer Team Parent - Shannon George - we may need to a fill this position w/another parent
Men’s Golf Team Parent - Jim Taylor My notes (such they are) are in BLUE
Men’s Tennis Team Parent - Amy Kelso
Track Team Parent - Denise Turner
Softball Team 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.
First order of business: Rebecca asked for approval of minutes from previous meeting. Approved unanimously
Corporate Business:
By-Laws adaptation ready for first review. Expecting additions and revisions according to the Board's’ suggestions.
Secretary’s Report:
No discussion about this topic during meeting
3. Lucy will look into a way to send sign up genius as text.
Treasurer’s Report:
$100 to Clash of the Carolinas for celebratory ad - Will Jones / soccer
Rebecca shared that she is using Booster funds for a flower arrangement for Ms. Best - Our condolences for her mother’s recent passing.
Other expenses?
Board Reports:
Membership - Sara Metzger has spoken with Cynthia Sellinger (AMS Principal) about getting the Booster’s membership info to the rising 9th grade athlete parents. The intention is to have the membership envelopes ready before the free physicals day - May 20th.
Vote: New membership levels
NEED: A solution for the Student pass to be easily identifiable, and non transferrable
Rebecca spoke to Jeff Corpening of Staples who suggested a foil hologram sticker that would go onto the student ID, and would be destroyed if peeled off. He also suggested that the Cougar Cards be a little more stable than regular card-stock. Perhaps also having the hologram sticker.
This sounds like a great idea. Can Staples help create this for us?
So are we saying that the students with a pass will need to have their student ID with them always? Those being individual student pass holders as opposed to family pass holders?
It’s all a new concept with changing cards and I feel this adds a whole new piece to membership in creating it thus I would need help for sure to get this done.
Yes: in order to hold only a student pass/ and enter games they need their student ID
The Family cards need not change… unless you want to add a sticker.
Golf matches are impossible for students to attend, for the most part: during the school day, often far away. This is merely a comment… no real suggestion possible.
Concessions - Melanie has surely been working so hard on this but I am disappointed
That more girl soccer parents have not stepped up to help. The email list seems short.
I think Coach needs to identify a team parent who will enlist more to help.
I would ask Amanda VanCleve and/or Amy Mostwell to be your lead parents for soccer
Melanie: I will be contacting these parents and also asking if they will attach the signupgenius link to their weekly emails. Lance has been asking coaches to encourage parents.
Also, I would like to discuss the idea of promoting “combo-meals,” i.e. 2 hotdogs, choice of chips or candy and a drink for $6. Basically, they will be getting a buy one, get one free hotdog.
Love the combo idea.
Golf parents could be reached by email - maybe. The fact is that golf parents never see each other, except at one pre-season meeting. There is no reasonable way for parents to attend (much less cheer for) a golf match. A true outlier sport!
Banners - Sara Metzger and Rebecca Tucker met with ESPN radio who forwarded two new sponsorship leads:
Walli Ann Wisniewski, Owner
[email protected]
1.828.620.8693
Jordan Devere
ESPN Asheville Radio Group
1190 Patton Ave
Cell - 828-817-1406
[email protected]
Cougar Wear - Ms. Best suggested that students have the opportunity to use their new screen printing machine for some of the cougar wear.
Programs - Ms. Best suggested that the students produce the program as a part of their class.
Rebecca shared that fall sports program was intensive and lost money every year.
Website - My fault it has been delayed. Am trying to gather all the pictures and format before I send it to the designer in an effort to save money.
50/50 - In order for the Boosters to take on the 50/50, there must be a chairperson who will run the event.
- This needs to be voted on immediately.
William would be great to ask about taking this on.
Additional Fundraising Ideas:
From: Phillip Price <[email protected]>
Date: Mon, Mar 28, 2016 at 10:13 AM
Subject: Asheville Tourists Fundraising
To: "[email protected]" <[email protected]>
Good morning,
My name is Phillip Price and I am the Concessions Manager for the Asheville Tourists. We have an exciting fundraising opportunity available here with the Tourists working within the Concessions department. It is extremely enjoyable, a great team-building experience and a very effective way to raise a good amount of money for your athletic programs. I know how expensive youth athletics can be, and I also know how hard booster clubs work to raise money for these programs. I really think this a mutually beneficial opportunity for both you and me. I have attached to this email our flyer that we send to every nonprofit organization just to give you a general idea of what this opportunity entails.
If you have any questions or would like me to explain anything in more detail, feel free to reach me on my cell phone at 678.993.7426, or through my email [email protected].
Thank you
Phillip M. Price
Concessions Manager
Professional Sports Catering
Asheville Tourists | McCormick Field
30 Buchanan Place | Asheville, NC 28801
[email protected]
Phone: 678.993.7426
www.prosportscatering.com
www.theashevilletourists.com
Compensation:
Picnic $100 flat rate
Concession stand: 10% of sales
*** SEE FLYER ***
I will bring the flyer to Monday’s meeting.
Scholarships - Initiate for 2016-2017 year.
Next Meeting: Monday, May 9th at 5:30
Meeting adjourned 7pm
April 11, 2016 AHS Alumni Conference Room 5:30p
Minutes in Bold & Underlined
In Attendance:
Sara Metzger ,Tracey Whitehouse, Ted Duncan, Lucy Sawyer, Melanie Robertson, David Burnette, Shannon O’Neill, Nancy Hutchins, William Irby, Lance Abernathy, Rebecca Tucker
2016-1017 Executive Board
President - Rebecca Tucker Additional comments will be green
Vice-President - Sara Metzger My notes are purple-Sara
Secretary - Lucy Sawyer
Treasurer - Annie Orr
Membership - Nancy Hutchins My notes will be in red.
Banners - ??
Programs - ??
Concessions - Melanie Robertson My notes are pink
Cougar Wear - Shannon O’Neil
Athletic Director - Lance Abernathy
Principal - Joyce Best
Current Board Members at large
Banners - Erin Mosher, Jill Jones
Concessions - Donna Stringer, Craig Hall, Josh Tager, Amy Parker
Cougar Wear - Bryce and Steve Sloan
Spring Sport Representatives
Baseball Team Parent - Tracey Whitehouse
Women’s Soccer Team Parent - Shannon George - we may need to a fill this position w/another parent
Men’s Golf Team Parent - Jim Taylor My notes (such they are) are in BLUE
Men’s Tennis Team Parent - Amy Kelso
Track Team Parent - Denise Turner
Softball Team 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.
First order of business: Rebecca asked for approval of minutes from previous meeting. Approved unanimously
Corporate Business:
By-Laws adaptation ready for first review. Expecting additions and revisions according to the Board's’ suggestions.
Secretary’s Report:
- Regarding turning the passholder form into an envelope - I can do that once the form is updated.
- Discussion ensued about the updates to the passholder form and turning it into an envelope. Lucy shared that form can easily be made into an envelope when updates to fee structure are approved by Boosters
- Rebecca shared that the new bylaws will more clearly define the role of passholders
- Rebecca will share at next meeting about the types of issues that the Booster members can ‘vote” on..
- Discussion on the purpose of having a voting membership. Tracey made point that there has not been much information about how Booster money is being spent. There has not been a process for voting by Booster members.
- Tracey made point about creating an absentee ballot forum to involve passholders to pay dues and want to vote but do not choose to attend meetings.
- Nancy made point about cleaning up Boosters database. Lucy has added an “unsubcribe” option to email signature
- Melanie suggested that passholders get a “something” as a perk of passholder membership
- Discussion ensued about the updates to the passholder form and turning it into an envelope. Lucy shared that form can easily be made into an envelope when updates to fee structure are approved by Boosters
- Regarding finding a way to organize booster info online, I need a "go / no go" on the google site.
No discussion about this topic during meeting
3. Lucy will look into a way to send sign up genius as text.
Treasurer’s Report:
$100 to Clash of the Carolinas for celebratory ad - Will Jones / soccer
Rebecca shared that she is using Booster funds for a flower arrangement for Ms. Best - Our condolences for her mother’s recent passing.
Other expenses?
Board Reports:
Membership - Sara Metzger has spoken with Cynthia Sellinger (AMS Principal) about getting the Booster’s membership info to the rising 9th grade athlete parents. The intention is to have the membership envelopes ready before the free physicals day - May 20th.
Vote: New membership levels
- 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
- $50 Student Pass - non-transferable pass to all 2016-2017 regular season home games
- $75 Individual Cougar pass - voting rights/ single, non-transferable 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
- Rebecca has spoken to Staples and brought an idea for a new Booster envelope
- David Burdette offered to share Booster information at a meeting he is pulling together a meeting for rising 9th graders. He will swap information with Sara…
- Rebecca asked for approval for the new passholder rates and voting memberships. After discussion, Board agreed to table voting so that the details of the new fee structure and the structure of the voting membership could be more thoroughly developed.
- It was agreed that Sara and Rebecca will develop a Passholder info sheet to share with rising ninth grade parents on 5/20.
NEED: A solution for the Student pass to be easily identifiable, and non transferrable
Rebecca spoke to Jeff Corpening of Staples who suggested a foil hologram sticker that would go onto the student ID, and would be destroyed if peeled off. He also suggested that the Cougar Cards be a little more stable than regular card-stock. Perhaps also having the hologram sticker.
This sounds like a great idea. Can Staples help create this for us?
So are we saying that the students with a pass will need to have their student ID with them always? Those being individual student pass holders as opposed to family pass holders?
It’s all a new concept with changing cards and I feel this adds a whole new piece to membership in creating it thus I would need help for sure to get this done.
Yes: in order to hold only a student pass/ and enter games they need their student ID
The Family cards need not change… unless you want to add a sticker.
Golf matches are impossible for students to attend, for the most part: during the school day, often far away. This is merely a comment… no real suggestion possible.
Concessions - Melanie has surely been working so hard on this but I am disappointed
That more girl soccer parents have not stepped up to help. The email list seems short.
I think Coach needs to identify a team parent who will enlist more to help.
I would ask Amanda VanCleve and/or Amy Mostwell to be your lead parents for soccer
Melanie: I will be contacting these parents and also asking if they will attach the signupgenius link to their weekly emails. Lance has been asking coaches to encourage parents.
Also, I would like to discuss the idea of promoting “combo-meals,” i.e. 2 hotdogs, choice of chips or candy and a drink for $6. Basically, they will be getting a buy one, get one free hotdog.
Love the combo idea.
Golf parents could be reached by email - maybe. The fact is that golf parents never see each other, except at one pre-season meeting. There is no reasonable way for parents to attend (much less cheer for) a golf match. A true outlier sport!
- Melanie reports health inspection was 98! Congratulations!
- Melanie still recruiting parents to help. Melanie focusing on getting to know the parents and making personal contacts.
- Melanie proposed combo meal idea and asked for approval from Board. Board approves allowing Melanie to develop the combo meal.
- Sign-up genius is working but still only a few parents signing up. Nancy noted that most people don’t use email anymore but use texts. Lucy will look into a way send sign up link via text.
Banners - Sara Metzger and Rebecca Tucker met with ESPN radio who forwarded two new sponsorship leads:
Walli Ann Wisniewski, Owner
[email protected]
1.828.620.8693
Jordan Devere
ESPN Asheville Radio Group
1190 Patton Ave
Cell - 828-817-1406
[email protected]
- Jill Jones said she would make contact after spring break.
Cougar Wear - Ms. Best suggested that students have the opportunity to use their new screen printing machine for some of the cougar wear.
- Who is the contact?
- New order from outside vender?
- Shannon shared that Bryce is shopping for easy up, string lights, and rolling cart
Programs - Ms. Best suggested that the students produce the program as a part of their class.
- Who is the contact?
Rebecca shared that fall sports program was intensive and lost money every year.
Website - My fault it has been delayed. Am trying to gather all the pictures and format before I send it to the designer in an effort to save money.
- Rebecca will share the set up of the Google Site with the person developing the website
50/50 - In order for the Boosters to take on the 50/50, there must be a chairperson who will run the event.
- This needs to be voted on immediately.
- If tickets were sold like a raffle (name and number written on each ticket) then they could be sold at any home game. Including basketball where some attendees only stay for one game. Winner would not have to be present to win.
- Is there a problem with announcing a person’s name?
- What if… tickets could be at the gates, take as many as a person wanted to fill out… students go through the stands collecting the completed ticket and the $... confirm the numbers of dollars match the number of tickets turned in.
William would be great to ask about taking this on.
- William did not agree to take it on but said he would consider it.
- Discussion ensued about how to restructure 50/50 to increase student accountability.
- Rebecca suggests that Boosters not take on the 50/50 unless someone
Additional Fundraising Ideas:
From: Phillip Price <[email protected]>
Date: Mon, Mar 28, 2016 at 10:13 AM
Subject: Asheville Tourists Fundraising
To: "[email protected]" <[email protected]>
Good morning,
My name is Phillip Price and I am the Concessions Manager for the Asheville Tourists. We have an exciting fundraising opportunity available here with the Tourists working within the Concessions department. It is extremely enjoyable, a great team-building experience and a very effective way to raise a good amount of money for your athletic programs. I know how expensive youth athletics can be, and I also know how hard booster clubs work to raise money for these programs. I really think this a mutually beneficial opportunity for both you and me. I have attached to this email our flyer that we send to every nonprofit organization just to give you a general idea of what this opportunity entails.
If you have any questions or would like me to explain anything in more detail, feel free to reach me on my cell phone at 678.993.7426, or through my email [email protected].
Thank you
Phillip M. Price
Concessions Manager
Professional Sports Catering
Asheville Tourists | McCormick Field
30 Buchanan Place | Asheville, NC 28801
[email protected]
Phone: 678.993.7426
www.prosportscatering.com
www.theashevilletourists.com
Compensation:
Picnic $100 flat rate
Concession stand: 10% of sales
*** SEE FLYER ***
I will bring the flyer to Monday’s meeting.
- Rebecca shared idea about t-shirts sales at grocery stores
- And linking cards to grocery stores - Harris Teeter and/or Ingles
Scholarships - Initiate for 2016-2017 year.
- Amount of scholarship?
- Rules to be given to the coaches for their selection
- Blind drawing? Or Committee review?
- Scholarship for student who might not be strongest athlete but is chosen by the coach as being hard working
- Sara shared this might be something ESPN could back
Next Meeting: Monday, May 9th at 5:30
Meeting adjourned 7pm
