SHS Sports Boosters Meeting Agenda

Tuesday, May 29th, 7:00 pm - SHS Staff Lounge

1. Call to Order

2. Minutes: Review of minutes from 05/16/12 meeting

3. Introductions

4. Officers’ Reportsa. President’s Report

i. Intro to Sports Night-success, thank yousii. Mike Davey – Employee of the Year

iii. End of Term Thank Yous

b. Treasurer’s Report-Jo-Anne Kynsh

c. VP Membership Report-Kelly Berman

d. VP Communication

e. VP(s) Fundraising-no report this month

5. Vice Principal’s Report

6. Athletic Director’s Report

7. Committee Reportsa. Uniforms: Carrie Van Noorden

8. Unfinished (old) Business - Anything?

9. New Businessa. Proposed changes to Bylaws-Marguerite McAfeeb. Incoming Board Member Nominations-see Attachment#1 belowc. Organization Chart 2012-2013-attached under separate cover;

webmaster, team liaisons, snack shack chair, etc.d. New year! Red Pride!-Tina Johnson

i. Vision and Purposeii. How we are going to get there

e. Snack Shack Proposal—Coach Lugo-see Attachment #2 belowf. Expense Requests for 2012-2013 Budget-see Attachment #3 below

10. Announcements11. Tailgate Planning Committee Meeting scheduled for June 14th at 10 am in the

staff lounge (tentative). 12. Adjournment

BASEBALL

Attachment #1

Proposed Incoming Board Member Nominations

OFFICERSCo-President Francesca Ruff

Treasurer: Cheryl Spang

Asst. Treasurer: Diane Clement (incoming 9th grader)

VP Communications: Katherine Tseng

Co-VPs Fundraising: Sarah Rothenberg Dianne Stokes

BOARD MEMBERSDatabase Manager: Tuan Nguyen

Uniform Chair: Yolanda Martin

Team Liaison #3: Lisa Parden

Snack Shack Liaison: Open

Attachment #2

Snack Shack at Football Games Proposal

Sports Boosters (SB) will manage and coordinate the snack shack at all home football games while giving the athletic teams the opportunity to raise funds for their program by working at the snack shack.

A representative from SB will inform the head coaches of the available dates/games to work. The dates will be given to each team on a first come basis. Teams can share a night if they want to/cannot staff a night on their own.

There are two games to staff: F/S from 4:30-7:15 and Varsity from 7-10 (the varsity end time is an estimate – you must stay until the end.

The football team shall receive 25% of the profit with the Sports Boosters and athletic team splitting the rest of the profit. Historically, the snack shack has netted $2k-$2.5k profit/night.

Sports Boosters will:

shop for and maintain inventory be responsible for working with the office staff to order the tables, chairs, BBQ’s canopies

and any other equipment necessary. be responsible for setting up the snack shack before each game. have a minimum of one to two board members present to work/oversee the snack shack

during the games (f/s & varsity) oversee the clean-up/break-down/storage process.

The working athletic team will:

have, at a minimum, 8 players (wearing some sort of team uniform) working at each game.

have 5 adults (coaches and/or parents) to bbq and oversee money taking during the F/S game and 7 adults (coaches and/or parents) to bbq and oversee money taking during the varsity game.

clean-up/break-down/pack-up/assist with storage all loose items.

Payment to the working team will be given no later than two weeks after the date of the football game worked. The amount may be kept in that sport’s SB sport specific fund and be used for whatever the team would like to purchase. The SB treasurer can pay specific bills or the amount can be placed in to that sport’s school fundraising account.

Attachment #3

Proposed Budget Expenses for 2012-2013

Expense Item 1: Website Design $600SHS Sports Boosters needs a revamped website that is easy to use, pleasing to the eye and complete with up to date information on all facets of our organization including membership (including sign up and payment), the Board, meeting dates, agendas, minutes, fundraisers, sports teams, etc.

The quote to build our website using Word Press comes from Aaron Lyon, owner of Monkeymatic. Aaron has vast knowledge/experience. You can find out more on his website: http://www.monkeymatic.com/websites.html

Aaron can have the new website up in running within a week from contracting with him to do the work.

Expense Item 2: Newsletter $400 per issue, up to $1600 for the yearUsing the SMB model, SHS SBs would send out up to four Red Pride Newsletters in a calendar year. Kristy McKay, former SHS parent does elementary and high school districts’ directories (including SUSD and Saratoga HS) as well as the SMB Newsletter. Information about Kristy and her company, Tegnelink Design can be found here: Kelly Berman received a quote from Kristy: $100 first two pages, $40 each additional page. Printing and mailing charges are additional.

The Newsletter would also be on the SBs website in a flip page format (similar to some online catalogs). Here is the link to SMB’s newsletter archives so you can see how it would look: http://www.saratogamusic.org/newsletters.html

Mailings being considered: August: Back to School issue, introduction to SBs, updates from A.D., etc. December: Fall sports recap, athletes/coaches that stand out March: Winter Sports Recap, summer offerings June (early): Spring sports recap, summer offerings, fall fundraiser, etc.

Expense Item 3: Constant Contact Email Marketing $294/annualA link to their website: http://search.constantcontact.com/email-marketing/index.jsp

The below email “postcard” that we want to send over the second weekend in June (per CCS rules we must wait until then to make contact with any incoming freshmen). It is a thank you to parents and their athletes for attending our event last Wednesday night. This is a phenomenal tool for communicating! The possibilities are endless. Francesca will explain in more detail.