The meeting was
called to order at
Attendance: Laurel Bradshaw, Mary Lundy, Kim Kernohan, Laura Warren, Deb Pettry, and Bernie Sanders.
Approval of Minutes: The minutes from the
Treasurer’s Report: There was no formal treasurer’s report,
as Deborah Mobbs was not present.
Report of the Athletic Director: There was no report from the Athletic Director, as Glenn Aspinwall was not present.
Membership: Mary Lundy shared a template of the stationary that will be ordered for the GPBC. She also passed out a 2003-2004 Membership Summary and a template for the 2004-2005 membership brochure (copies can be found in the secretary’s files).
She explained that in order to eliminate the expense of ordering and distributing T-shirts and hats, discount coupons to the school store would be included in the membership packages. This will also help the school store, which is attempting to grow and expand.
Another change in this year’s membership packages is that the amount of money being retained in the General Fund has decreased from $50 to $25 per membership. There is also an additional Benefactor Level of membership priced at $1000, which will include four stadium seats. An additional 100 stadium seats will be added to the 200 already in place to accommodate increased demand. The benefit of numbering the seats to provide reserved seating was discussed. Mary indicated that reserved seating for baseball is being considered if Coach Fagan chooses to participate in the GPBC membership program.
Liaisons: Some issues surrounding team liaisons were discussed. Bernie stressed that it is each coach’s responsibility to find a liaison to represent his or her team on the GPBC Board. He will communicate this to the AD and Principal. He will also suggest that a senior parent and the parent of an underclassman be appointed to this position from each team to provide some continuity from year to year.
Laura asked what the consequences would be if a coach chooses not to have a liaison. Bernie indicated that the coaches will be required to follow the rules established by the GPBC Board to participate in its fundraising programs. The Board needs liaisons from each team to help with the membership drive, to assist in prioritizing capital needs, and to facilitate communications between the Board, coaches and parents. If a coach chooses not to participate in GPBC fundraising efforts, then the Board is not accountable or liable for fundraising activities of that team, nor should that team expect any funds to be distributed from the GPBC.
Concessions: There was no formal report.
Other Business: The net proceeds from the Auction are not available yet, as there are still outstanding bills. Hopefully, this will be available by the next Board meeting.
The slate of officers for the upcoming school year was discussed. Bernie Sanders is willing to serve as President for another year, with the understanding that the new Vice President will take over the following year. Mary Lundy said that Greg Brooks has expressed an interest in serving on the Board, and suggested that he might be willing to be the Vice President.
Deborah Mobbs does not want to serve as Treasurer again, but has volunteered to work the Pass- Gate. Hal Ringeisen is willing to serve as Treasurer, but would like a co-chair for this position in case he is unable to attend all meetings. Ray Barbone has said he would be willing to serve as Hal’s co-chair.
Laurel Bradshaw
does not want to serve as Liaison Director next year. Elizabeth Timpane and
Allison Dennis were suggested as co-chairs of this committee. Bernie will ask them if they are willing to
do this, and
Dennis Crossan will maintain his position as Communications Director. Debbie Gabrielle was suggested as someone who might be willing to help him with this job.
Kelli Anderson is willing to coordinate Concessions for the Fall Sports. Someone is still needed to do this for the Spring and Winter Sports.
Mary Lundy will remain as Membership Director. Sara Schneider will act as her co-chair on this committee.
Denise Bates has expressed an interest in becoming involved. It was suggested that she might be willing to co-chair the Auction next year.
Kim Kernohan is willing to serve as Secretary for another year. Bernie will make sure that the GPBC Board meetings and the Touchdown Club meetings are not on the same night. This will allow Kim and other representatives from both organizations to attend all necessary meetings.
Bernie informed the Board that last Friday he and Mary went to Nease to try to reconcile the GPBC accounts within the Athletic Department. It appears that approximately $6,700 was inappropriately designated to specific accounts by the AD. It was decided that Softball would return $1,000 to the GPBC, and the AD will hold the rest of the funds in internal accounts until directed by the GPBC Board.
There are still problems with an outstanding bill for football equipment for approximately $12,000 from last September. One problem is that the purchase did not go through the Athletic Department. After much negotiating with the parties involved, Bernie agreed (pending Board approval) to cover $8,000 of this expense. The Touchdown Club will reimburse the GPBC $3,000 of this, following their fundraiser this summer. The Nease Athletic Department will pay the remaining $4,541.55 of the bill from GPBC donations in team accounts that were incorrectly appropriated during the year (an e-mail summarizing this can be found in the secretary’s files).
In addition, Bob Schiavone agreed to use SAC money redo the practice field and pay for a tractor that has been purchased to use for field maintenance. Also, Fred Cole indicated that $3,500 to purchase additional stadium seats would be available from his budget if the GPBC could contribute the remaining $3,500 needed.
Another problem brought to the attention of the Board is individual team fundraisers that have not been pre-approved by the Athletic Director. Specifically in question was the sale of discount cards by the football and baseball teams. The vendor of these cards contacted Bernie to work out an arrangement for payment. Some monies (approximately $2,900) have been turned in to the Touchdown Club from the sale of these cards, and Coach Howard has been contacted to locate the remainder of the cards that are outstanding. The Board agreed that GPBC is not liable for these cards, and Bernie pointed out that Coach Howard or the Touchdown Club would be held responsible. He indicated that he will send a letter to Jeff Koch, TD Club President, outlining the protocol that must be followed for all fundraisers. This also includes recording of all fundraisers and expenses approved by the TD Club in the official minutes of the TD Club meetings.
Bernie informed the Board that he has written a letter requesting a percentage of the gate receipts for all sports. At this time the Athletic Department keeps all gate receipts collected at any regular season home games.
The next Board meeting of the GPBC will be
The meeting was adjourned at