Cheverus High School Purple & Gold Board of Directors-Meeting Minutes January 11, 2010
The regular monthly meeting of the Purple & Gold was held on Monday, January 11th, 2010 at 7pm at Loyola Hall, Cheverus High School. Board members present were Bob Scribner, Maryellen Fitzpatrick, Ann Sawchuck, Eileen MacDonald, Stefanie Nichols, Nicole Hogslund, and Jennie Gwilym. Others in attendance included: Karen Moreshead (Swimming), Michelle Belyea (Swimming), Becky Bucci (Swimming), Linda Herling (Swimming), Matthew Young (Girl’s Basketball) and Rafina Alonzo Young (Girl’s Basketball), Cindy Webber (Boys Hockey), Jackie Witham (Girls Hockey), Su Rawcliffe (Girls Soccer) Chris Woods (Cross-Country) Jamie Chamberlain (Girls Lacrosse Coach), and Gary Hoyt (Director of Athletics and Activities)
Call to Order
A. President Bob Scribner called the meeting to order at 7:00pm and opened with a prayer.
Previous Meeting Minutes A. A motion was brought forward to accept the minutes from the December Meeting. The motion was seconded and passed.
Old Business- none New Business A. Highlights of 6 pm Board meeting-
1. The board reviewed the work of Anne Sawchuck over the past month that gives us an accurate picture of our funds available. In order to keep this up to date it is imperative that the liaisons track there expenses and report out at the end of the season so that unused balances can be release back to the general fund
2. We all agreed that the money raised for concessions and gate does not belong to the specific team that collected it but rather is part of the general P & G funds. These efforts are separate from the team fundraisers that each team is responsible for each season.
3. The request of the Girls Basketball Team from last month will go towards the player’s shoes rather than the apparel requested last month. Those items will be purchased by the individual players and will be their property at seasons end.
4. Gary has requested that we look into purchasing a greaseless fryer for concessions. We ran out of time to discuss this and will carry this over to next month along with a discussion with Gary about school policy on dress code for players going to their games.
B. Treasurer’s Report-
Ann reported that we currently have $43,500 in available funds. We have taken in $27,412 since July 1, 2009 in concessions and gate. We have raised $11,593 in fundraisers. We have approved $29,444 for team requests of which $12,680 has been spent. We have approved $9,850 for school requests. The liaisons for the fall sports should be submitting a summary of their expenditures so unused balances can be released to the general fund.
C. Liaison Report – The final liaison position for indoor track has been filled. Su Rawcliffe submitted the summary report for soccer. They released their unused balance back to the P & G General Fund.
D. Fundraising- no report
E. Concessions- Stefanie reported that everything is going well for basketball. The only problem has been with the electrical system tripping if too many things are plugged in on the sink wall. If this happens be sure to reset the freezer.
F. Administration Updates- Gary reported that spring athletics will start 3/29 with the exception of pitchers and catchers which is a week earlier.
There will be intramural basketball, volleyball, and dodge ball between the winter and spring seasons. No spring sport practicing will be allowed.
The one act plays are coming up in a few weeks. One of the nights there may be a dinner/theatre fundraiser. This could be an opportunity for teams needing to raise money for P & G to help out.
Gary reviewed the policy around team apparel. If P & G purchases the apparel for the team if remains the property of the school-exceptions would include senior gifts and basketball shoes.
Two fundraisers slipped through without proper approval- The UN Team Celtic Raffle and $1 Spirit Shirts.
All fundraisers should go through Gary although all do not require the approval of P & G.
The Swim record board is in. It came in over budget however the swim team is looking to offset that cost. Two records have already been broken since it was put up. It will be updated seasonally.
Gary stressed the importance of the work Ann just completed as treasurer. He stressed the importance of each liaison tracking and reporting back both on their expenses as well as their fundraisers.
Gary would like to make sure that the liaisons for softball, baseball, lacrosse, and outdoor track make sure that the concessions are open for these events. Even if revenue is low it is important to be hospitable to visiting teams.
At the conference Gary attending he picked up literature on a quick and crispy greaseless fryer since this is a highly requested item in concessions. More discussion will follow at the next meeting.
G. Fundraising/Expenditure
1. Expenditures- Girls Lacrosse- $2,000 Team Dinners, Senior Gifts, Training Clinic, and UNH Team Trip
The meeting was adjourned at 8:40 pm. The next meeting is January 11, 2010
2. Fund raising Requests- Girls Lacrosse- Calendar Raffle- $3,000 to be raised
Haiti Solidarity/ DR Trip- Dancing with the Staff- $4,000
Debate Club Tournament- Tournament Registration Fee-$650
New Fundraising Idea-
Pancake Breakfast at Applebee’s- Chris Wood is getting the details The meeting was adjourned at 8:05. The next meeting is on February 8, 2010
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