3 Dec 2009
Minutes of 12/3/09 Lacrosse Booster Meeting
In attendance: Greg Chambers, Susan Tosch, Leann Steele, Jeff Moede, Gayle Hayungs, Rhonda Breuker, Karen Hazard, Cindy Giltner, Doug Gies, Patty Joyce, Jose Trujillo, Stewart Place
Meeting commenced at 7:20 pm.
As a housecleaning measure, Greg said that we need to officially nominate Leann Steele as secretary and vote on the nomination. Gayle Hayungs made the motion to nominate, seconded by Cindy Giltner. All in favor.
Minutes from 11/17/09 meeting are posted on the website. Susan Tosch moved to approve the minutes as written, seconded by Karen Hazard. Unanimous vote to approve the minutes.
Gayle Hayungs asked if there was a way to track how many people have viewed the minutes. Jeff Moede will look into this. He thinks there is a report he can run.
Committee Reports:
· Fundraising – no one present from fundraising committee.
o Gayle Hayungs reported that only about ½ of our families participated in the Warren Miller film in some way (either by selling tickets or donating for concessions or for prizes). Discussion of whether next year to add a late night Friday showing. Not sure how late we can be in the building on a Friday. Also discussion of how to get lacrosse families to participate in fundraising/how to get families to “buy in” so to speak. We did do significantly better on Warren Miller this year, although Gayle said that the net was closer to $4700 than to the $5,328 on the financial report. We pay either a flat fee to show the film or a percentage of the tickets sold, whichever is higher.
o Vista Cards – 53 families committed to selling Vista cards, 51 have fulfilled their commitment.
o Fundraising is pretty much wrapped up for the year, unless the Booster Club decides to add another fundraiser.
· Team Logistics – Jim Hillier
o May need nets this year, balls, stick kits.
o May want to repaint the practice goals.
· Shoot-Out – Doug Gies
o Date for the 6th Annual Shoot-Out is set for 4/10/10. First “rain date” is 4/17/10, second is 5/8/10.
o Currently we have verbal commitments from 15 teams. Teams that participated last year have first right of refusal.
o Additionally, Valor and Grandview (who didn’t participate last year) have indicated that they want to participate this year.
o Jan Murdoch and Virginia Kaufmann will be in charge of concessions again.
o Really, the biggest things to arrange are refs, port-a-potties and concessions.
o Karen Hazard reported that Carrie Hachtel will see if HP will do the t-shirts again this year, now that we have a firm date. We would need a design. Last year the t-shirts were a fundraiser for the banquet, and would be again this year.
o Doug reported that we are on track to make at least what we made last year on the shoot-out.
· Communications – Jeff Moede
o Newsletters will be sent out on 12/20, 1/10, 1/31 and 2/21.
o To help Jeff, he will broadcast a reminder email asking for newsletter items on the Monday prior to publication dates.
o When people registered on the website, 43 people indicated that they would participate in regular booster club meetings.
· Team Building – Patty Joyce
o Green and Gold luncheon is set for 2/27. This is held at the end of the first week of practice and is for all boys trying out and their families. There is usually a speaker, possibly Jamie Munro or Matt Brown?
o Team Building night tentatively set for 3/5. This is for all boys who are selected for a team.
o Senior player dinner held at Patty Joyce’s house. Players came up with quotes and designs for shooting shirts. Quote is good, but art design needs to be reworked.
o Team dinners will be scheduled after schedules are finalized. Coach Trujillo is still waiting for the 3rd level schedule. Varsity and JV league games are scheduled. Coach Trujillo will send to Jeff Moede for posting on the website.
o Banquets – JV and Varsity banquets will be held together, 3rd level will have theirs at the school.
o Team moms will be selected after the teams are finalized.
· Merchandise/Off-season Leagues – Gayle Hayungs
o Gayle doesn’t have merchandise orders totaled yet, and anticipates the merchandise will be delivered some time in January. Does not have a firm delivery date as of yet.
o It doesn’t seem like as much was ordered this year.
o Winter league has over 60 kids registered. We should receive schedules before winter break. We will have 2 teams playing Foothills (Varsity A & B) and 1 playing South Suburban (JV). Foothills leagues were full by the time we tried to add a third team. Coach Trujillo will make team assignments.
· Coach Trujillo report
o Discussion regarding cut or no cut. They tried having 4 teams a few years ago, and really didn’t have enough players. The 90 to 100 projected players we will have this year are not enough to support 4 teams. We also have a problem getting field space and coaches. If we have that many kids try out for the program, there will be cuts, as we will only have 3 teams.
o Discussion of potential number of players. Gayle Hayungs reports 100 interested players, 85 of whom were at the all-team meeting on 11/17/09. She will compile a list of players who have reported interest in playing, but haven’t either sold Vista cards or paid the $150 fundraising fee.
o Deadline for registration with school is officially 2/4/09. Our unofficial deadline will be posted as 1/21/09. It’s too hard on the athletic secretary if everyone waits until the 4th to turn in their paperwork.
o Jeff Moede will make sure that the link to the registration paperwork is on the website and is working properly.
o Spring Break trip – Coach Trujillo is not totally sold on the idea of a spring break trip. The reasons to do a trip out of area would be for competition and team building. Coach Trujillo feels that there is plenty of good competition locally and that we can also do team building closer and for less money.
o Jamie Munro clinic scheduled from 1/25 – 2/5/10. He will come to 6-8 practices, film practices, footage will be put on a website. Not sure yet of the cost.
· Budget – Susan Tosch, Treasurer
o Greg Chambers and Susan Tosch met and came up with the financial report. The first column on the income report shows what was budgeted and the 2nd column shows either actual income received or projected.
· School activity number is projected, based on past participation. We do get the full amount collected by MVHS. Vista cards is actual, as is stadium cleanup and Denver Outlaws. Warren Miller needs to be adjusted down to $4,761.55, as there were expenses that had not been reported to Susan at the time the budget was prepared. Gate/admission fees, Equipment sales, Merchandise sales, Country Boards are projected.
· No one knows if the lacrosse club gets 100% of the gate proceeds.
· Need someone to take over the Denver Outlaws July 4th game. Jeff Moede talked to the head of ticketing for the Outlaws, and is working on a fundraising opportunity. It is still in the planning stages.
· Vista cards vs. $150 paid in lieu of fundraising – only people who paid the $150 would be refunded if their son didn’t make a team.
· Discussion of carry-forward numbers. According to MVHS bookkeeper, our carry forward at the end of the 08/09 school year was $19,066. Some of this may be due to budgeting for transportation, but not being charged by school, or not using as many buses as anticipated. Carry forward has grown each year (06/07 $11,000, 07/08 $13,400 and 08/09 $19,066).
· Coach Trujillo was asked if he had a “wish list” of things we could start budgeting for. He will work on this, but the biggest thing would be recruiting good coaches. He is restricted by the district on what he can pay coaches during the regular season, but we may be able to recruit coaches by paying them to run off-season leagues.
Additional Fundraiser?
- Discussion of whether to have an additional fundraiser, as our expenses this year are projected to exceed our income. Rather than just do a product fundraiser, perhaps there would be a way to incorporate some sort of community service aspect into a fundraiser, like the football program does. Any sort of fundraiser would be done AFTER teams are selected for the season.
- Based on the website poll, 44% voted to add a fundraiser, 44% voted no additional fundraiser and 12% voted to swap out the Vista cards for something different.
- Discussion tabled until the January booster meeting. Committee meeting will be held prior to that meeting to discuss options. Karen Hazard, Greg Chambers, Doug Gies and Stewart Place volunteered to help brainstorm ideas.
Payment to coaches for off-season leagues?
- Gayle Hayungs brought up the question of whether coaches should be compensated for running off season leagues. Doug Gies feels that the official lacrosse coaches should be paid, but not the parent volunteers that help out.
- Not sure how much to pay. This would need to be worked out and factored into the cost of off-season league registration.
Meeting adjourned at 9:15. Next meeting January 21st, 2010 at 7:15 in MVHS Library.
Leanne Steele
| 
